Document Control & Records Management Specialist IV 03280 NWSOL
Location
Richland, WA | United States
Job description
Location: Richland, Washington
Title: Document Control & Records Management Specialist IV
Schedule (FT/PT): Regular Full Time
Travel Required: No
Clearance: Ability to Obtain
North Wind Solutions is a Government contracting small business with operations at military and civilian installations across the United States. The company's focus is facilities operation and maintenance, waste management and radiological services, security control and force protection, and environmental services.
POSITION PURPOSE:
Document Control & Record Specialist IV will be part of Records System Administrator team in the Content and Records Management (CRM) organization supporting the Hanford Site Records systems. This position supports a diverse set of customers and projects within the Records Management Program. This scope works directly, both as an individual and as part of a team, with customers to understand their existing information and records management processes, procedures, and tools. Cognizant of applicable site procedures and ensure strict adherence to those requirements. Provide support for a compliant, cost-effective, service-oriented Records Program meeting requirements as identified in customer procedures, NARA regulations, and DOE directives. Assist with any other tasks determined applicable to the contract needs. Provide excellent customer service to site contractors and the Department of Energy. This position requires strong technical skill to manage the Hanford Site Record Systems and includes designing, deploying, and supporting innovative technical solutions while ensuring compliance with the highest standards.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Provide timely, knowledgeable, and responsive records system administrator support for records systems maximizing system up time and minimizing customer impacts.
- Manage user accounts in each records system, including set-up new user accounts, disable user accounts when no longer needed, manage user account permissions.
- Develop and maintain training materials for record systems.
- Create, schedule, and provide classroom record system training for all site employees.
- Create, schedule, and provide specific customer requested training to site employees as requested.
- Analyze, troubleshoot, and resolve system and user issues when alerted by a user or monitoring system.
- Perform testing on system and system performance for outages and system upgrades.
- Provide oversight and administration of records systems maintenance, installs, enhancements and upgrades.
- Support weekly system patching.
- Develop and/or collaborate with technical support and customer on maintenance of technology and software roadmaps for records systems.
- Oversee and ensure that hardware and software configuration control and documentation is maintained.
- Identify, track, manage, and report OUO/PII information contained within the records repository.
- Respond to litigation/legal requests for information; to include records support for litigation or workers' compensation hearings, Privacy Act or FOIA requests, Energy Employees Occupational Illness Compensation Program Act (EEOICPA), and DOE-approved requests for data in support of epidemiological or research organizations.
- Write desk guides and test scripts.
- Develop system reports.
- Provides guidelines to technical team for developing new automated interfaces.
- Testing new and revised automated interfaces. Approves implementation of new and revised automated interfaces based on the guidelines provided.
- Troubleshoots workflow issues and can reroute or update workflows if needed.
- Provide document control and record management support to requesting organizations.
- Recognized authority and Subject Matter Expert (SME) for requirements found in desk instructions, site procedures, Federal and NARA requirements.
- Familiar with DOE orders, federal laws, and requirements as applicable to records management.
- SME on Records Program business processes which create information and federal records.
- Participate, advise, and assist records custodians, inventory coordinators, and managers concerning the Records Management Program.
- Participate with customers in the development of strategy for records lifecycle management.
- Perform implementation activities and report the results.
- Ability to evaluate, develop, deploy, and support records capture methodologies and solutions, both manual and automated, to inform and document records management processes using standard site software.
- Perform audits to ensure all records and staff are performing at an acceptable quality level.
- Review Hanford Information to determine the CUI classification.
- Identify, prepare, review, approve, issue/release, distribute, use, and revise various documents and record generated in support of the Hanford work.
- Monitor and assign work designated in team collaboration areas, Outlook mailboxes, plant mail, and courier/transportation for incoming records.
- Assignments may be wide in scope requiring a broad background of experience or independent action and a high degree of initiative to resolve issues.
- Understands implications of work and makes recommendations for solutions.
- Recommends changes to or new policies and procedures.
- Recommends process improvements.
- Provides reports as requested.
- Exercises and demonstrates good judgment within defined procedures, processes, and practices to determine appropriate action.
- Conducts studies and supports non-routine activities in accordance with established procedures.
- Perform all work in accordance with established access controls and safety requirements.
ADDITIONAL DUTIES AND RESPONSIBILITIES:
- Provides after-hours services, as needed.
- Develop estimates for performing service tasks.
- Recognized authority.
- Completes tasks in creative and effective ways.
- Contributes to the development of new concepts and techniques.
- Acts independently to determine methods and procedures on new assignments.
- Participate or Lead training in a classroom or one-on-one in a on-site or virtual environment.
- Often acts as a Team Lead
- Considered an SME and/or a qualified Administrator for the different Hanford Records software applications and processes:
- Document Management and Control System (DMCS)
- Smart Plant Foundation (SPF)
- Hanford Document Numbering System (HDNS)
- Integrated Document Management System (IDMS)
- Records Management Access Portal (RMAP)
- RIM Scanning Solution (RIMScan)
- Success Factors Learning Management System (LMS)
MINIMUM QUALIFICATIONS:
Education and Experience:
High school diploma and10+ years relevant work experience or relevant Associate's degree and 8+ years relevant work experience or Bachelor's degree and 4+ years relevant work experience.
Skills and Abilities:
- Effectively communicate, both verbal and written, with team members, management, and customers.
- Highly organized and detail oriented with strong follow-up skills to manage large volumes of documentation.
- Exercises independent judgment in methods, techniques, and evaluation criteria for obtaining results.
- Subject Matter Expert of the Records Management Lifecycle and its application.
- Subject Matter Expert with NARA requirements.
- Advanced technical skills for a wide range of software, including records and configuration control management systems.
- Customer service oriented, with ability to work professionally and collaboratively across multiple contractors and organizations.
- Experience in the use of automated systems to capture and manage information.
- Experience in designing, deploying and/or supporting manual or automated information management processes, procedures and/or tools.
Special Requirements:
- Must pass pre-employment background check.
- Must pass pre-employment drug screening.
- Applicants are required to have REAL ID ACT compliant documentation at time of hire and nothing on record that would prohibit you from gaining access to Department of Energy sites.
- Must be able to obtain a Department of Energy badge for access to the Hanford Site.
PREFERRED QUALIFICATIONS:
- Previous Hanford experience.
- Previous Document Control and/or Records Management experience.
- Experience with Open Text Content Server
- Experience with Records Management Access Portal
- Familiarization with Archives and Records Centers Information System (ARCIS)
PHYSICAL DEMANDS:
Position is primarily sedentary in nature, but may involve walking or standing for brief periods of time. The work may involve exerting up to 10 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.
WORKING ENVIRONMENT:
Works mainly in typical office environment. The noise level in the work environment is usually quiet.
North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline +1.208.528.8718 or use the Request for Reasonable Accommodation ( form to get assistance.
North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion, or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.
Proof of citizenship will be required as a condition of employment.
Candidates may be required to obtain and hold a Secret or Higher US Government Clearance.
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