Document Administrative Specialist

Dow Chemical • Freeport, NY

4d • Onsite

About The Position

Diamond Infrastructure Solutions has an exciting opportunity for a Document Administrative Specialist located in Freeport (TX). The Document Administrative Specialist provides general document administrative support for multiple departments' Document Management Systems (DMS). Exercises discretion and independent judgement in managing flow of work. Requires full proficiency gained through job-related training and on-the-job experience to perform a range of tasks under limited supervision.

Requirements

• A minimum of a High School diploma or GED equivalent.
• 3 or more years of experience in a professional business role, such as administrative assistant, project coordinator, event coordinator, project management, administrative role within the military, or similar type role.
• Experience with all Microsoft Office applications (Word, Excel, PowerPoint and Outlook).
• Must possess a TWIC card or be eligible to obtain a TWIC card.
• Willing to work overtime (extra hours beyond your regular scheduled) if required.
• A minimum requirement for this U.S. based position is the ability to work legally in the United States.
• No visa sponsorship/support is available for this position, including for any type of U.S. permanent residency (green card) process.

Nice To Haves

• Experience with Document management and record retention is preferred.
• Experience with SharePoint, Document Properties Reporting, MS Teams, and File Share Management are preferred.

Responsibilities

• Oversees digitization of multiple plant libraries including planning, implementation and maintenance of electronic DMS file shares and maintenance of any remaining hardcopy DMS library.
• Works on small and large DMS projects, configurations and provide status updates
• Communicates DMS updates to personnel via MOC Link documentation into WebEDMS, sets review dates and document ownership
• Works with ODMS Coordinator to ensure conformance of ODMS elements
• Element Focal Point for element 5.03.03 (Document and Records Management)
• Performs gap analysis for identified element of ODMS 5.03.03
• Close gaps from ODMS self-assessments
• Determines and administers plant file share securities using FSM
• Add and remove employees file share access as applicable
• Coordinates document slotting and movement for created or modified documentation
• Works with ODMS Element / Section Owners in implementing and maintaining documents and records for each section.
• Provide training, training materials/resources and coaching on the DMS to Section Owners and Users.
• Conducts DMS Checklists, participates in audits, as appropriate
• Under limited direction, ensures communications flow properly utilizing knowledge of business / function’s organization structure and overall Dow processes.
• Takes ownership in their work.
• Demonstrates good problem-solving skills.
• Capable of prioritizing competing requests successfully and multi-tasking.
• Demonstrates comfort and skill when using technology.
• Strong organization and time management skills.
• Good planning skills and ability to anticipate needed resources.
• Able to adapt to change.
• Demonstrates good problem-solving skills.
• Good team player and a fixer.
• Helps troubleshoot issues and serves as a point person for questions or guidance.
• May act as department focal point with external vendors, service providers, etc.
• Continuous improvement within work processes and systems.
• Maintaining and adding documents into SharePoint sites and Teams.
• Participates as an active team member on entire projects and can complete projects independently.
• Finds ways to improve project/team efficiency.
• Works with minimal direction to produce quality results.
• Overcomes obstacles in order to complete projects.
• Independently initiates activities that contribute to the achievement of team goals.
• Seizes opportunities in a responsive manner.
• Has a bias for action.
• Maintains productivity during times of change
• Builds appropriate rapport and effective relationships within Diamond.
• Understands and responds to others’ concerns.
• Able to compile diverse opinions to help resolve issues.
• Targets written and verbal communications to difference audiences clearly and concisely.
• Alerts others who are affected by his/her work when or before problems arise.
• Serve as a helpful and positive presence in the workplace.
• Independently understands and contributes to the goals of the team and their role within the team.
• Viewed as key contact in department.
• Relates project work with department/business objectives or strategy.
• Makes good decisions beyond specific area of expertise.
• Sets high standards of personal excellence and models these behaviors in work habits.
• Works to motivate and encourage others.
• Works independently with the software/IT tools.
• Understands and utilizes integration of different business/functional systems.

Benefits

• Equitable and market-competitive base pay and bonus opportunity across our global markets, along with locally relevant incentives.
• Benefits and programs to support your physical, mental, financial, and social well-being, to help you get the care you need...when you need it.
• Competitive retirement program that may include company-provided benefits, savings opportunities, financial planning, and educational resources to help you achieve your long term financial-goals.
• Employee stock purchase programs (availability varies depending on location).
• Student Debt Retirement Savings Match Program (U.S. only).
• Robust medical and life insurance packages that offer a variety of coverage options to meet your individual needs.
• Travel insurance is also available in certain countries/locations.
• Opportunities to learn and grow through training and mentoring, work experiences, community involvement and team building.
• Workplace culture empowering role-based flexibility to maximize personal productivity and balance personal needs.
• Competitive yearly vacation allowance.
• Paid time off for new parents (birthing and non-birthing, including adoptive and foster parents).
• Paid time off to care for family members who are sick or injured.
• Paid time off to support volunteering and Employee Resource Group’s (ERG) participation.
• Wellbeing Portal for all Dow employees, our one-stop shop to promote wellbeing, empowering employees to take ownership of their entire wellbeing journey.
• On-site fitness facilities to help stay healthy and active (availability varies depending on location).
• Employee discounts for online shopping, cinema tickets, gym memberships and more.
• Transportation allowance (availability varies depending on location)
• Meal subsidiaries/vouchers (availability varies depending on location)
• Carbon-neutral transportation incentives e.g. bike to work (availability varies depending on location)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED