Technical employees focus on archiving and managing documents, both in hard copy and digital databases, and may design file and computer-based systems for efficiency. They also review and edit technical documents, ensure compliance with regulations, and perform basic administrative tasks. They are commonly found in industries dealing with dense documentation, such as construction engineering, software corporations, and medical companies.
Technical employees may do slightly different things in different companies, but for the most part, their jobs focus heavily on archiving documents, both in hard copy files and in digital databases; they may also be involved in designing file and computer-based systems to promote efficiency in their specific environment. In many cases, the job also involves a lot of administrative work and basic administrative tasks, which has led some people to equate this position with that of a basic secretary. While job descriptions often overlap, most technical positions require a deeper understanding of information engineering rather than simple document management. These types of professionals are also often called upon to review and sometimes edit technical documents and manuals, which is not something most standard administrative assistants do, and are often required to ensure that all document filing systems are in place. in accordance with relevant rules and procedures. regulations.
Main job setup
In most cases, technical employees serve as support professionals who help process and archive highly technical and specific information, and as such it is more common to find this type of work in industries that deal a lot with dense documentation and have a lot of requirements. archiving. Construction engineering companies are some of the most common employers in addition to general contractors. Businesses and software corporations that primarily sell digital database solutions may also need people with this type of expertise. Some medical companies, such as hospitals and insurance companies, also have jobs available. Work will necessarily look different in different places, but the main tasks and duties are often the same.
Document archive
Document management is often one of the most important things people in the technical clerk profession do. This can cover anything from receiving documentation to processing it as “received” and storage, sending important company or office files to others, tracking and ensuring receipt.
Some of the most important documents tend to refer to personnel, including initial employee documentation, training records, and any notes about the employee’s disciplinary actions. Additionally, most clerical jobs involve organizing documentation that lists requirements for projects and any changes to operations, ensuring that rules are followed and deadlines are met. These documents usually need to be constantly updated and easily accessible so that those responsible can access them at any time.
digital database
Archiving is generally not limited to paper documents. A person in this position is also expected to be adept at using technology to keep documents organized. This type of employee can usually determine which software would be useful and should know how to use a variety of different programs. Related tasks often include installing and troubleshooting software as needed, and creating and updating databases. Employees with technical training can also be expected to help co-workers with other technical tasks involving the computer, particularly related to reporting systems or online filing.
Designing Systems and Improving Efficiencies
Depending on the organization, an employee in this capacity may also be asked to design filing and document management systems from scratch. This type of task often involves a lot of document engineering, and the employee’s primary role is to find ways to make systems more efficient and easier to use.
Depending on the context, it may also be helping the company comply with required document storage and archiving laws. Companies that handle things like sensitive financial information or health data are generally held to higher standards and must abide by certain regulations – regulations that are subject to change from time to time. Employees are generally responsible for keeping track of the relevant rules and helping to ensure that the systems in place are compliant.
proofreading and editing
In some cases, employees with technical expertise even help create and edit technical manuals to ensure the information is accurate. Proofreading and editing is a big part of the process, but in some cases these types of professionals may be asked to create guides or manuals – often for things like document navigation systems – that can be widely distributed to employees and other people who use the program. question.
Basic administrative tasks
Similar to other types of employees, a technical employee is usually required to complete some administrative tasks throughout the day. This means professionals can expect to pick up the phone and answer the question being asked or forward the caller to someone else. They can also greet people who visit the office and sometimes serve as the first contact people have with the company. Additional administrative tasks may include faxing, emailing and managing correspondence.
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