[Hiring] Documentation Specialist @Town of West Hartford

Role Description

The Documentation Specialist is responsible for the creation, organization, maintenance, and management of official records and documentation to ensure accuracy, compliance, and accessibility across Town departments. This position supports operational efficiency by maintaining structured recordkeeping systems, assisting with document control procedures, and ensuring compliance with applicable municipal, state, and federal regulations. The Documentation Specialist plays a critical role in preserving public records, supporting transparency, and enhancing internal processes.

• Records & Document Management
  • Organize, maintain, and update physical and electronic records in accordance with retention schedules.
  • Develop and implement document control procedures and standardized filing systems.
  • Ensure proper classification, indexing, and retrieval of documents.
  • Monitor compliance with state public records requirements and Town policies.
• Document Preparation & Quality Control
  • Draft, edit, format, and proofread official correspondence, reports, procedures, and policy documents.
  • Review documents for completeness, consistency, and accuracy.
  • Maintain version control for policies, forms, and operational procedures.
  • Assist departments in preparing materials for public meetings and official filings.
• Compliance & Public Access
  • Support responses to public records requests (FOIA) in coordination with appropriate departments.
  • Ensure confidentiality and secure handling of sensitive information.
  • Assist with audits and internal reviews related to documentation practices.
• Systems & Process Improvement
  • Maintain document management software and electronic filing systems.
  • Recommend improvements to recordkeeping processes and digital workflows.
  • Provide guidance and training to staff on documentation standards and retention policies.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Public Administration, Information Management, or related field preferred.
• 2–5 years of experience in records management, document control, administrative support, or a related role.
• Experience in municipal government or public sector preferred.

Requirements

• Strong understanding of records management principles and document control practices.
• Excellent organizational and time-management skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office Suite and document management systems.
• Strong written communication and proofreading skills.
• Ability to handle confidential information with discretion.
• Ability to work independently and collaboratively.