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Documentation Assistant Jobs in Virginia (NOW HIRING)

AB Facility

Administrative Assistant

Woodbridge, VA

$17.75 - $24/hr

Maintain and organize office records, files, and documentation. * Assist with scheduling, calendar management, and coordination of meetings. * Prepare and edit correspondence, reports, and ...

AB Facility

Administrative Assistant

Woodbridge, VA

$17.75 - $24/hr

Maintain and organize office records, files, and documentation. * Assist with scheduling, calendar management, and coordination of meetings. * Prepare and edit correspondence, reports, and ...

F.H. Paschen

Assistant Superintendent

Mclean, VA · On-site

... documentation. * Assist in resolving any field conflicts. * Assist in insuring proper job sequencing. * Assist with owner occupant relations. * Coordinate and receive deliveries. * Regular project ...

F.H. Paschen

Assistant Superintendent

Mclean, VA · On-site

$75 - $100/hr

... documentation. * Assist in resolving any field conflicts. * Assist in insuring proper job sequencing. * Assist with owner occupant relations. * Coordinate and receive deliveries. * Regular project ...

F.H. Paschen

Assistant Superintendent

Mclean, VA · On-site

... documentation. * Assist in resolving any field conflicts. * Assist in insuring proper job sequencing. * Assist with owner occupant relations. * Coordinate and receive deliveries. * Regular project ...

F.H. Paschen

Assistant Superintendent

Mclean, VA · On-site

... documentation. * Assist in resolving any field conflicts. * Assist in insuring proper job sequencing. * Assist with owner occupant relations. * Coordinate and receive deliveries. * Regular project ...

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Documentation Assistant information

What is a documentation assistant?

Documentation Assistants are professionals responsible for organizing, maintaining, and managing documents within an organization. Their tasks often include filing, scanning, updating records, and ensuring documents are accurate and accessible to authorized personnel. They may also assist in creating and formatting documents, adhering to company standards and compliance requirements. Documentation Assistants play a crucial role in supporting administrative efficiency and record-keeping.

What are some common challenges documentation assistants face when managing multiple document versions?

Documentation Assistants often encounter challenges related to version control, especially when multiple team members are updating documents simultaneously. Maintaining accuracy and ensuring that everyone is working from the most current version requires attention to detail and effective use of document management systems. Clear communication and standardized naming conventions are essential to prevent confusion and document loss. Regular training on collaboration tools and consistent file organization can help mitigate these challenges.

What are the key skills and qualifications needed to thrive as a documentation assistant, and why are they important?

To thrive as a Documentation Assistant, you need strong organizational skills, attention to detail, and proficiency in written communication, often supported by a diploma or degree in administration or a related field. Familiarity with document management systems, Microsoft Office Suite, and sometimes basic database tools is typically required. Excellent time management, adaptability, and collaborative abilities help someone excel in this role. These skills are crucial for maintaining accurate records, supporting workflow efficiency, and ensuring smooth communication within an organization.

What skills do you need to be a documentation assistant?

A documentation assistant needs strong written and verbal communication skills, attention to detail, and proficiency with office software such as Microsoft Office or Google Workspace. Familiarity with document management systems and basic knowledge of formatting and editing are also important for creating clear, organized documentation.

What are the most commonly searched types of Documentation jobs in Virginia?

The most popular types of Documentation jobs in Virginia are:

What are popular job titles related to Documentation Assistant jobs in Virginia?

For Documentation Assistant jobs in Virginia, the most frequently searched job titles are:

What job categories do people searching Documentation Assistant jobs in Virginia look for?

The top searched job categories for Documentation Assistant jobs in Virginia are:

What cities in Virginia are hiring for Documentation Assistant jobs?

Cities in Virginia with the most Documentation Assistant job openings:

Documentation Assistant jobs near you
Infographic showing various Documentation Assistant job openings in Virginia as of August 2026, with employment types broken down into 2% As Needed, 66% Full Time, 28% Part Time, 3% Contract, and 1% Nights. Highlights an 92% Physical, 3% Hybrid, and 5% Remote job distribution.

Office Services Assistant

Appalachian Agency For Senior Citizens Inc

Cedar Bluff, VA • On-site

$42K - $45K/yr

Full-time

Posted 3 days ago

New

Appalachian Agency For Senior Citizens rating

7.1

Company rating: 7.1 out of 10

Based on 6 frontline employees who took The Breakroom Quiz

Job description

OFFICE SERVICES ASSISTANT

FLSA Status: Non-Exempt

Schedule: Monday–Friday, On-Site

Reports To: Accounts Payable Specialist

Works Closely With: Director of Finance, Program Directors, Vendors


POSITION SUMMARY

The Office Services Specialist performs centralized purchasing functions for the agency, ensuring all procurement activities follow established policies, funding requirements, and internal controls. This role manages purchase requests, purchase orders, and procurement documentation. The position supports cost-effective purchasing, maintains compliance with agency policies, and ensures timely coordination with Accounts Payable for invoice processing and vendor payments.

ESSENTIAL DUTIES & RESPONSIBILITIES

Procurement & Purchasing Operations

• Process, code, and enter invoices for several programs with correct GL and funding allocations.

• Enter various reoccurring monthly invoices into Microix purchasing system, as well as centralized purchasing for various central office programs.

• Create, issue, and track purchase orders.

• Assist with vendor contracts, renewals, and supporting documentation.

• Assist with fixed assets-purchases of $5,000 or greater.


Vendor Management

• Collect W-9s and maintain approved vendor lists, to be perpetually up to date.

• Track vendor performance and document issues.


Internal Controls & Compliance

• Maintain complete procurement files for audit readiness.

• Ensure compliance with procurement policy, grant rules, and state requirements.

• Maintain segregation of duties between purchasing and payment functions.


Coordination with Accounts Payable (AP)

• Provide AP with POs, quotes, and receiving documentation for three-way match within Microix.

• Resolve discrepancies between invoices, POs, and deliveries.

• Coordinate purchasing timelines to support timely vendor payments.


Administrative & Reporting Responsibilities

• Maintain digital procurement files.

• Prepare purchasing activity and vendor usage reports.

• Use accounting and purchasing system (Microix) to enter POs and track orders.


REQUIRED QUALIFICATIONS

• High school diploma required; Associate degree preferred.

• 1–2 years of purchasing, procurement, or administrative experience.

• Proficiency with purchasing or accounting software and Excel.

• Understanding of procurement processes and vendor management.

• Strong communication, organization, and attention to detail.

• Excellent data entry skills.

• Must have an eye for detailed information.


PREFERRED QUALIFICATIONS

• Experience in a public agency, nonprofit, or grant-funded environment.

• Familiarity with state procurement rules.

• Experience coordinating with finance or AP teams.


PHYSICAL & WORK ENVIRONMENT REQUIREMENTS

• Standard office environment with extended computer use.

• Occasional lifting of files or boxes up to 20 lbs.

• Frequent communication with staff and vendors.


PERFORMANCE INDICATORS

• Accuracy of procurement documentation

• Compliance with procurement thresholds and policies

• Timeliness of purchase order processing

• Vendor satisfaction and issue resolution

• Quality of coordination with Accounts Payable


What Appalachian Agency For Senior Citizens employees say

Pay

Benefits

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