Document Control & Records Specialist IV

OSC Global • Richland, WA

8d • $38 - $52

About The Position

This position supports the Records Management organization and a diverse group of customers and projects. The specialist works independently and collaboratively with customers to understand information and records management processes, procedures, and tools, while adhering to applicable site requirements. The role supports a compliant, cost-effective, service-oriented Records Management Program that meets customer needs, NARA regulations, and DOE directives, and provides customer service to site contractors and the Department of Energy.

The specialist provides document control and records management expertise, advises customers and records personnel, improves records lifecycle processes, supports records capture systems, reviews information for CUI classifications, and manages documents and records throughout their lifecycle. The position also performs audits, assessments, training, project leadership, estimates, and systems support, and may take on other duties as assigned by leadership.

The position requires compliance with HMIS procedures and safety requirements, including HGET and HMIS GET training requirements. Applicants must pass background and drug screening, have Real ID Act-compliant identification at hire, and be able to obtain a DOE access badge. Employees issued initial badges on or after September 1, 2025 must obtain and maintain an HSPD-12 PIV Credential and pass the required federal background investigation. The stated pay rate is $37.63–$52.15.

Requirements

• High school diploma and nine years of relevant records management experience, or an equivalent combination of education, training, and experience.
• Ability to pass a background and drug screening.
• Must have identification compliant with the Real ID Act at time of hire.
• Must be able to obtain a Department of Energy access badge.
• Effectively communicate verbally and in writing with team members, management, and customers.
• Strong organizational skills, attention to detail, and ability to manage large volumes of documentation with effective follow-through.
• Ability to exercise independent judgment in selecting methods, techniques, and evaluation criteria to achieve desired results.
• Expertise in the Records Management Lifecycle and its application.
• Expertise in NARA requirements.
• Advanced technical proficiency across a wide range of software applications, including records management and configuration control systems.
• Strong customer-service focus and ability to work collaboratively and professionally across multiple contractors and organizations.
• Ability to understand priorities and assist others with prioritization as needed.
• Ability to work independently with a high degree of initiative.
• Sound judgment within established procedures, processes, and practices to determine appropriate actions.
• Sufficient fine motor skills to use computers and calculators and withstand repetitive keyboarding for extended periods.
• Visual and communication abilities adequate to perform the essential job functions.
• Ability to occasionally kneel, bend, and twist at the waist.
• Ability to reach below shoulder height regularly and at or above shoulder height occasionally.
• Ability to push, pull, carry, and lift objects weighing up to 10 pounds regularly and greater weights occasionally.
• Ability to travel by vehicle or aircraft and safely operate a motor vehicle.
• Must comply with federal regulations concerning controlled substances; the posting states that cannabis use, possession, or distribution is prohibited and that pre-employment screening includes cannabis testing.

Nice To Haves

• Previous Hanford Site experience.
• Previous Document Control and/or Records Management experience.
• Knowledge of OpenText Content Server.
• Knowledge of Records Management Access Portal (RMAP).
• Familiarity with Archives and Records Centers Information System (ARCIS).

Responsibilities

• Provide document control and records management support to requesting organizations.
• Serve as a subject matter expert on Records Management requirements, including desk instructions, site procedures, federal regulations, and NARA requirements.
• Advise and assist records custodians, inventory coordinators, managers, and customers regarding Records Management Program requirements.
• Collaborate with customers to develop strategies and improve records lifecycle management processes.
• Implement process improvements and report results.
• Evaluate, develop, deploy, and support manual and automated records capture processes using standard site software.
• Review Hanford information to determine Controlled Unclassified Information (CUI) classifications.
• Identify, prepare, review, approve, issue, release, distribute, use, and revise documents and records generated in support of Hanford work.
• Monitor and assign incoming records to support workflow management, task coordination, and timely processing.
• Understand work across the organization and recommend improvements and solutions.
• Recommend revisions to new or existing Records Management policies and procedures.
• Design and provide work-related reports requested by management and customers.
• Conduct assessments and support non-routine activities in accordance with established Records Management procedures.
• Perform work in compliance with HMIS procedures and safety requirements, including HGET and HMIS GET training requirements.
• Contribute creative solutions and new perspectives to support continuous improvement.
• Perform other duties as assigned by leadership.
• Develop estimates for Document Control and Information Clearance work for the Department of Energy and other Hanford contractors.
• Determine methods and procedures for new assignments.
• Provide Records Management and systems-related training and guidance in classroom and one-on-one settings.
• Serve as the point of contact in the absence of the lead.
• Act as the primary trainer for the Document Control and Information Clearance team.
• Perform audits and ensure compliance with desk instructions, Records Management requirements, Engineering procedures, quality standards, and procedural requirements.
• Maintain cross-training in other organizational areas and provide support at leadership's discretion.
• Lead projects across the Records Management organization.
• Release engineering packages, drawings, submittals, and project documentation.
• Review and release public information and review OUO/CUI material.
• Publish records to the Administrative Record.
• Perform required document distribution activities.
• Support applications and systems including DMCS, SPF, HDNS, IDMS, and RMAP.

Benefits

• Paid holidays
• Paid time off
• 401k with employer match
• Dental insurance
• Vision insurance
• Health insurance plans through the Federal Employee Health Benefits (FEHB) program
• Life benefits
• Disability benefits

What This Job Offers

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