How to hire a document management specialist

How to hire a document management specialist, step by step

Here's a step-by-step document management specialist hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a document management specialist job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new document management specialist
• Step 8: Go through the hiring process checklist

What does a document management specialist do?

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1. Identify your hiring needs

   First, determine the employments status of the document management specialist you need to hire. Certain document management specialist roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A document management specialist's background is also an important factor in determining whether they'll be a good fit for the position. For example, document management specialists from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list shows salaries for various types of document management specialists.

   Type of Document Management Specialist	Description	Hourly rate
   Document Management Specialist		$24-47
   Document Coordinator	A document coordinator is responsible for handling the sorting and distribution of files and documents as part of the business's services and operations. Document coordinators label and categorize the files according to their purposes and submit them to the appropriate personnel or department... Show more	$12-33
   Document Controller	Document controllers take responsibility for controlling the day-to-day management of documents in a department or company. The controllers make sure that document management is accurate, efficient, and always on time... Show more	$12-30

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Clinical Documentation
   • Patients
   • SharePoint
   • PowerPoint
   • Windows
   • Revision Control
   • Electronic Content
   • CMS
   • Data Entry Procedures
   • Training Materials
   • EDMS
   • GMP
   • HIPAA
   • Epic

   Check all skills

   Responsibilities:

   • Manage all incoming Medicaid claims to ensure that patients are being cover under the correct plan.
   • Manage medical records with Cerner electronic medical record program.
   • Manage medical transcription and deficiencies, guiding physicians toward chart completion.
   • Manage SharePoint assignments for distribution and preparation to facilitate accuracy and adherence to establish productivity standards.
   • Support ISO audits for process documentation and software/ literature distribution, managing follow-up corrective action plans as needed.
   • Perform field walk downs to identify and document field installations to verify FDA requirements t and maintain GMP.

   More document management specialist duties

3. Make a budget

   Including a salary range in your document management specialist job description is a great way to entice the best and brightest candidates. A document management specialist salary can vary based on several factors:

   • Location. For example, document management specialists' average salary in florida is 42% less than in california.
   • Seniority. Entry-level document management specialists earn 48% less than senior-level document management specialists.
   • Certifications. A document management specialist with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a document management specialist's salary.

   Average document management specialist salary

   $71,208yearly

   $34.23 hourly rate

   ---

   Entry-level document management specialist salary

   $51,000 yearly salary

   Updated January 30, 2026

   Average document management specialist salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$100,003	$48
   2	Rhode Island	$94,298	$45
   3	District of Columbia	$91,270	$44
   4	Virginia	$91,214	$44
   5	New Jersey	$85,858	$41
   6	Massachusetts	$85,748	$41
   7	Ohio	$83,935	$40
   8	Maryland	$83,218	$40
   9	Delaware	$79,989	$38
   10	Oregon	$79,347	$38
   11	New York	$77,396	$37
   12	Michigan	$76,197	$37
   13	North Carolina	$75,145	$36
   14	Montana	$74,939	$36
   15	Nebraska	$72,160	$35
   16	Texas	$70,544	$34
   17	North Dakota	$70,073	$34
   18	Missouri	$69,459	$33
   19	Pennsylvania	$68,969	$33
   20	South Carolina	$68,748	$33

   Average document management specialist salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	FUJIFILM Diosynth Biotechnologies	$107,214	$51.55	2
   2	Point B	$94,334	$45.35
   3	Santander Bank	$90,702	$43.61	6
   4	University Health	$88,296	$42.45	1
   5	U.S. Bank	$87,742	$42.18	133
   6	OnBrand24	$85,366	$41.04
   7	Huntington National Bank	$85,137	$40.93	56
   8	Mount Auburn Hospital	$85,036	$40.88
   9	Formosa Plastics	$84,291	$40.52
   10	Bank of America	$84,162	$40.46	130
   11	NTT Data International L.L.C.	$83,886	$40.33	30
   12	CDM Smith	$83,611	$40.20	519
   13	Takeda Pharmaceuticals U.S.A., Inc.	$82,869	$39.84	7
   14	Sanofi US	$82,786	$39.80	6
   15	FUJIFILM Medical Systems USA	$82,674	$39.75	2
   16	IBC Bank	$82,587	$39.71
   17	Finance of America	$82,070	$39.46
   18	Medimmune	$81,977	$39.41
   19	ICONMA	$80,127	$38.52	1
   20	Children's Hospital of Philadelphia	$79,437	$38.19	5

4. Writing a document management specialist job description

   A job description for a document management specialist role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a document management specialist job description:

   Document management specialist job description example

   U.S. Medical Management (USMM) is one of the nation's largest home-based primary care practices. USMM is a family of companies all dedicated to providing high-quality, coordinated health care in the home. This includes Visiting Physicians Association (VPA), Pinnacle Senior Care, Grace Hospice, Comfort Hospice, The Home DME and In-Home Health Assessments (IHA).
   
   Our Mission - "Through Compassionate Patient-Centered Care in the Home; We will Provide Exceptional Outcomes across our Continuum of Services"
   
   Our Values - Respect, Integrity, Teamwork and Excellence - are leading us to a better tomorrow for patient care.
   Why You Should Want to Work with Us
   Quarterly Bonuses - up to $5,000 per year! Health, Dental, Vision, Disability & Life Insurance, and much more 401K Retirement Plan (with company match) Tuition, Professional Licensure, and Certification Reimbursement Paid Time Off, Federal Holidays, and Volunteer Time Off Paid Orientation and Training Day Time Hours (no holidays/weekends) Great Place to Work Certified Established in 11 states Largest home-based primary care practice in the US for over 28 years, making a huge impact in healthcare today!
   
   Position Description
   
   The Document Management Specialist supports facilitation of patient flow through VPA House Call Operations to ensure an accurate and complete medical record for each patient. As a Document Management Specialist you will:
   Interpret and name clinical documents using standardized naming conventions Properly archives medical records and upload documents into the EMR system Triage medical records based on their clinical urgency Update office and provider folders as new information is obtained
   Qualifications
   High School Diploma Six (6) months experience in data entry/office support, health care preferred Proficient in Microsoft Office. Experience with EMR highly preferred Working knowledge of medical terminology and accepted abbreviations preferred
   Won't you join us? We are seeking candidates who desire the opportunity and experience of delivering quality and compassionate healthcare - within proven care models - to elderly individuals and those with complex medical issues, who are the forefront of everything we do.

   Copy this example

   

5. Post your job

   There are a few common ways to find document management specialists for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   To find document management specialist candidates, you can consider the following options:

   • Post your job opening on Zippia or other job search websites.
   • Use niche websites that focus on engineering and technology jobs, such as dice, engineering.com, stack overflow, it job pro.
   • Post your job on free job posting websites.

6. Interview candidates

   To successfully recruit document management specialists, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   While interviews are great, you will only sometimes learn enough from a conversation with a document management specialist applicant. In those cases, having candidates complete a test project can go a long way in figuring out who's the most likely to succeed in the role. If you aren't a technical person and don't know how to design an appropriate test, you can ask someone else on the team to create it or take a look at these websites to get a few ideas:

   • TestDome
   • CodeSignal
   • Testlify
   • BarRaiser
   • Coderbyte

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new document management specialist

   Once you've selected the best document management specialist candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new document management specialist first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a document management specialist?