How to hire a document technician

How to hire a document technician, step by step

Here's a step-by-step document 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 technician job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new document 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 technician you need to hire. Certain document 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

   A document technician's background is also an important factor in determining whether they'll be a good fit for the position. For example, document technicians 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.

   Here's a comparison of document technician salaries for various roles:

   Type of Document Technician	Description	Hourly rate
   Document Technician	Medical records and health information technicians, commonly referred to as health information technicians, organize and manage health information data. They ensure its quality, accuracy, accessibility, and security in both paper and electronic systems... Show more	$11-26
   Health Care Administrator	A health care administrator is primarily in charge of overseeing the daily administrative operations of medical and health care facilities. They are responsible for setting objectives, establishing guidelines and employee schedules, maintaining accurate records, gathering and analyzing data, developing strategies to optimize operations, and coordinating with nurses, physicians, patients, and other health care experts... Show more	$23-45
   Information Coordinator	An information coordinator is a professional who is responsible for collecting, analyzing, processing, and distributing information according to an organization's policies. With effective communication skills, information coordinators must serve as the main spokesperson for the company who deals primarily with the media and reporters... Show more	$16-33

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Management System
   • Data Entry
   • Solidworks
   • BOM
   • HIPAA
   • Digitizing
   • FDA
   • GMP
   • CAD
   • R
   • Hard Copy
   • QC
   • PowerPoint
   • Adobe Acrobat

   Check all skills

   Responsibilities:

   • Utilize SharePoint and Accutrac to convert information, by ensuring constant communication with department records coordinator and project leads.
   • Access electronic patient charts while following HIPAA guidelines.
   • Maintain secure storage and disposal of HIPPA protect documents.
   • Assist with inspections from regulatory agencies including FDA and DEA.
   • Support and provide archive data for FDA and internal audits.
   • Enter CPT, ICD's into Cerner and EMR with accuracy to ensure highest level of accuracy and reimbursement.

3. Make a budget

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

   • Location. For example, document technicians' average salary in south carolina is 45% less than in connecticut.
   • Seniority. Entry-level document technicians earn 57% less than senior-level document technicians.
   • Certifications. A document technician 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 technician's salary.

   Average document technician salary

   $37,211yearly

   $17.89 hourly rate

   ---

   Entry-level document technician salary

   $24,000 yearly salary

   Updated January 21, 2026

4. Writing a document technician job description

   A good document 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 technician job description:

   Document technician job description example

   At Stantec, we approach every project, whether at the local, regional, or national level, thoughtfully, and execute it with excellence across all project phases. We partner with our clients to design fit-for-purpose solutions that address the communities' unique needs throughout the project's lifecycle. Our experts lead in their fields and guide our work with scientific rigor, an innovative spirit, and a vision for growth. Stantec is a place where you can apply your passion and collaborate with top talent on work that's critical to our clients, our communities, and the industry at large.
   **Your Opportunity**
   
   The Chicago office is seeking qualified applicants for a Construction Documentation Technician to work as a phase III project team member to support large transportation construction projects for the Illinois Department of Transportation (IDOT), the Illinois Tollway and other clients in the Chicago metropolitan area. Working on IDOT construction projects is the primary focus for this position. The successful candidate will work on challenging and diverse tasks in a consulting and construction management role that will require application of technical skills.
   
   Your role will be to assist the client and the Stantec Construction Manager (CM)/Resident Engineer(RE), to observe and record activities associated with the Contractor's construction progress in a fast-paced environment. The selected candidate will need to be self-directed, capable of independent tasks as well as supporting multidiscipline complex teams, and should demonstrate a passion for involvement in the civil construction industry with an enthusiasm for successful completion of projects that meet our clients' need.
   
   **Your Key Responsibilities**
   
   + Provide a single-point for documentation of field conditions, construction progress, and materials documentation of the construction contractor's work representing the Construction Manager, RE, and the client in the field office.
   
   + On a daily basis, monitor and collect reports and other data, and document the construction contractor's work and prepare or support the preparation of comprehensive written Daily Report that includes such observation and description of all work activities, measurement of installed material quantities, an accounting of labor and equipment resources utilized, a statement of general compliance or non-compliance with the work, and supporting video and photographs of the work in progress. For IDOT this data will be input into IDOT's CMMS system on which the applicant must have previous experience.
   
   + Communicate directly, both verbally and written, with the Stantec CM, RE and the client regarding conformance or non-conformance to standards, plans, specifications and codes.
   
   + Ensure Contractor prepares prompt requests for information (RFI's) for questions that may affect the construction schedule. Review project submittals, submittal review comments RFI, and RFI responses and incorporate into the quality control inspection plan.
   
   + Review, analyze and document any construction issues potentially resulting in a scope, time or cost impact to the work of the Contractor which may result in a change to the contract.
   
   + Review and maintain master as-built and record drawing information maintained by the construction contractor.
   
   + Attend, as necessary, Weekly Progress Meetings with the CM, RE and other members of the phase III team, the client and the Contractor, including review of progress to planned schedule.
   
   + Lead with Developing project specific quality control and quality assurance documents and standards for projects that are under development.
   
   + Lead the CM, RE and the client in helping to plan and coordinate all field testing and inspections in accordance with the Contract Documents. Document compliance and non-compliance with established quality control and quality assurance procedures.
   
   + Work with CM, and RE to implement methodology and criteria to resolve any non-compliance notices previously issued.
   
   + Lead the assembly, review and submittal all test reports for inclusion in turnover documentation to Owner.
   
   + Assisting in preparation and compiling written reports documenting QA/QC inspections, non-compliance notices, and corrective actions.
   
   + Assist the RE in the preparation of change orders (Authorizations) and written directives for extra work efforts needed to the contract, and take the lead on observing, documenting and reviewing contractors invoices for all authorized Force Account work, performed on a time and materials basis, documenting the use of contractor labor, equipment and materials.
   
   + Prepare and review the monthly progress pay estimate submitting by the construction contractor to verify requests for payment of materials, percent complete and earned value.
   
   + Prepare and monitor a project punchlist for deficient or uncompleted work by the construction contractor.and final cost of section for all final measured quantities for the contract work..
   
   **Qualifications**
   
   **Your Capabilities and Credentials**
   
   + Applicant shall have previous experience using IDOT's CMMS system.
   
   + Demonstrates proficiency in all competencies of previous job level.
   
   + The Construction Documentation Technician will primarily work in a field office at a project site and will be required to work in a manner that ensures personal safety as well as the safety of fellow employees by following project and company health and safety guidelines and policies for planning and executing work in a safe manner.
   
   + Understand and interpret contract documents for a designated Work Package for a specific construction activity.
   
   + Ability to effectively discuss project issues with phase III team and the client.
   
   + Positive attitude, good energy, and proven passion.
   
   **Education and Experience**
   
   + Education: Bachelor's degree in Civil Engineering ore related field required
   
   + Experience: Minimum of 8 years of related experience
   
   + Licensure: Engineer-in-Training certification required
   
   _This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice._
   
   Stantec is a place where the best and brightest come to build on each other's talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.
   
   **Primary Location** : United States-Illinois-Chicago
   
   **Job** : Construction Inspection
   
   **Organization** : BC-1736 Transportation-US North Central
   
   **Employee Status** : Regular
   
   **Job Level** : Individual Contributor
   
   **Travel** : No
   
   **Schedule** : Full-time
   
   **Job Posting** : Aug 3, 2022, 12:31:55 PM
   
   
   Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with local, state and federal laws and regulations and ensures equitable opportunities in all aspects of employment. EEO including Disability/Protected Veterans

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5. Post your job

   To find document 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 technicians they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level document 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 technician job on Zippia to find and recruit document technician candidates who meet your exact specifications.
   • Use field-specific websites such as healthcarejobsite, health jobs nationwide, hospitalcareers, medreps.com.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit document technicians, 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. You can move on to the technical interview if a candidate is good enough for the next step.

   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 technician

   Once you have selected a candidate for the document technician position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new document technician. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are 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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