How to hire a document management technician

How to hire a document management technician, step by step

Here's a step-by-step document management technician 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 technician job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new document management technician
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the document management technician you need to hire. Certain document management technician 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

   Hiring the perfect document management technician also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

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

   Type of Document Management Technician	Description	Hourly rate
   Document Management Technician		$14-48
   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:

   • Hippa
   • Proofreading
   • HIPAA
   • Litigation
   • Hard Copy
   • USPS
   • SharePoint
   • Image Scanning
   • Data Entry
   • Log Sheets
   • Trial Exhibits
   • Adobe Acrobat
   • Onbase
   • OCR

   Check all skills

   Responsibilities:

   • Manage & maintain central filing of all project documentation as per the GASCO document management system (LIVELINK).
   • Assist teams with migration of content into SharePoint.
   • Ensure appropriate security measures are maintained within CMS.
   • Maintain RST SharePoint site by updating new procedures or files.
   • Coordinate the establishment of site QA metrics to support both division and corporate requirements.
   • Log, stamp and scan documents into the electronic data management systems (EDMS).

3. Make a budget

   Including a salary range in your document management technician job description is one of the best ways to attract top talent. A document management technician can vary based on:

   • Location. For example, document management technicians' average salary in florida is 52% less than in washington.
   • Seniority. Entry-level document management technicians 70% less than senior-level document management technicians.
   • Certifications. A document management technician with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a document management technician's salary.

   Average document management technician salary

   $55,679yearly

   $26.77 hourly rate

   ---

   Entry-level document management technician salary

   $30,000 yearly salary

   Updated December 14, 2025

4. Writing a document management technician job description

   A good document management technician job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a document management technician job description:

   Document management technician job description example

   At U.S. Bank, we're passionate about helping customers and the communities where we live and work. The fifth-largest bank in the United States, we're one of the country's most respected, innovative and successful financial institutions. U.S. Bank is an equal opportunity employer committed to creating a diverse workforce. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity, disability or veteran status, among other factors.
   Job Description
   
   The Wealth Management Banker in the affluent segment is responsible for the overall affluent client experience, ensuring collaboration of relevant entities in order to deliver the full spectrum of U.S. Bank products and services with respect to capabilities and solutions, which includes identification of other experts such as mortgage, small business banking and personal trust services. Responsible for developing, managing, and retaining client relationships for Affluent Wealth Management through proactive contact of assigned and prospective clients. Provides expert advice and counsel in the area of affluent wealth banking client relationships by focusing on building an understanding of clients' needs and goals in order to recommend product and service solutions.
   
   This position requires National Mortgage Licensing System (NMLS) registration under the terms of the S.A.F.E. Act of 2008 and Regulation Z. You will be subject to the required registration process, which includes a criminal background and credit check. Failure to meet or maintain any of the NMLS registration requirements, including maintaining a satisfactory criminal and credit record, may result in a rescission of your offer or termination of employment.
   
   Basic Qualifications
   
   * Bachelor's degree, or equivalent work experience
   * Seven or more years of experience in Wealth Management private banking
   * Series 6-63 or Series 7-63 licenses
   
   Preferred Skills/Experience
   
   * Strong relationship management, sales, and business development skills
   * Significant understanding of Wealth products and offerings
   * Advanced competency in Financial Planning
   * Demonstrated expertise in ability to engage in wealth discussions with clients to drive strong increase book of business
   * Well-developed analytical and problem-solving skills
   * Ability to make critical decisions independently
   * Effective writing, speaking and presentation skills
   
   If there's anything we can do to accommodate a disability during any portion of the application or hiring process, please refer to our disability accommodations for applicants.
   
   Benefits:
   
   Take care of yourself and your family with U.S. Bank employee benefits. We know that healthy employees are happy employees, and we believe that work/life balance should be easy to achieve. That's why we share the cost of benefits and offer a variety of programs, resources and support you need to bring your full self to work and stay present and committed to the people who matter most - your family.
   
   Learn all about U.S. Bank employee benefits, including tuition reimbursement, retirement plans and more, by visiting careers.usbank.com.
   
   EEO is the Law
   
   Applicants can learn more about the company's status as an equal opportunity employer by viewing the federal EEO is the Law poster.
   
   E-Verify
   
   U.S. Bank participates in the U.S. Department of Homeland Security E-Verify program in all facilities located in the United States and certain U.S. territories. The E-Verify program is an Internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. Learn more about the E-Verify program.
   
   Salary range reflected is an estimate of base pay and is for the primary location. Base pay range may vary if an offer is made for work in a different location. Pay Range: $95,540.00 - $112,400.00 - $123,640.00
   
   Due to legal requirements, U.S. Bank requires that the successful candidate hired for some positions be fully-vaccinated for COVID-19, absent being granted an accommodation due to a medical condition, pregnancy, or sincerely held religious belief or other legally required exemption. For these positions, as part of the conditional offer of employment, the successful candidate will be asked to provide proof of vaccination or approval for an accommodation or exemption upon hire.

   Copy this example

   

5. Post your job

   To find document management technicians for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any document management technicians they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level document management technicians with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your document management technician job on Zippia to find and recruit document management technician candidates who meet your exact specifications.
   • Use field-specific websites such as dice, engineering.com, stack overflow, it job pro.
   • Post a job on free websites.

6. Interview candidates

   Recruiting document management technicians requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   Sometimes, it's not enough to interview document management technician candidates, so you can ask them to do a test project. If you are not a technical person and don't know what a test project should be, you can use these websites:

   • 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 technician

   Once you've decided on a perfect document management technician candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

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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