Document Control & Records Specialist IV

OSC Global • Richland, WA

7d

About The Position

This position supports the Records Management organization and a diverse group of customers and projects. The specialist works independently and as part of a team to understand customers’ information and records management processes, procedures, and tools, while ensuring strict compliance with applicable site procedures. The role supports a compliant, cost-effective, and service-oriented Records Management Program that meets customer requirements, National Archives and Records Administration (NARA) regulations, and Department of Energy (DOE) directives. It also provides customer service to site contractors and the Department of Energy and supports other tasks as needed for contract requirements.

The specialist provides document control and records management expertise, advises customers and records custodians, improves records lifecycle processes, and supports manual and automated records capture using standard site software. Work includes document and record review, release, distribution, classification, workflow coordination, assessments, audits, training, reporting, and project leadership. The position also provides application and systems support for records and document control systems.

The role requires a high school diploma and nine years of relevant records management experience, or an equivalent combination of education, training, and experience. Candidates must be able to pass background and drug screening, have Real ID Act-compliant identification at hire, and be able to obtain a DOE access badge. The position involves computer use and repetitive keyboarding, occasional bending, kneeling, and twisting, regular reaching below shoulder height, occasional reaching at or above shoulder height, and lifting or carrying objects. Travel by vehicle or aircraft and the ability to safely operate a motor vehicle are required.

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.
• Real ID Act-compliant identification at the time of hire.
• Ability to obtain a Department of Energy access badge.
• Ability to communicate effectively 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, and 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.
• Ability to work independently with a high degree of initiative and exercise sound judgment within established procedures, processes, and practices.
• Sufficient fine motor skills to use computers and calculators and withstand repetitive keyboarding for extended periods.
• Visual and communication ability adequate to perform the essential functions of the job.
• Ability to kneel, bend, and twist at the waist occasionally; reach below shoulder height regularly and at or above shoulder height occasionally; and push, pull, carry, and lift up to 10 pounds regularly and greater weights occasionally.
• Ability to travel by vehicle or aircraft and safely operate a motor vehicle.

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 and act as the primary trainer for the Document Control and Information Clearance team.
• Perform audits to 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 and perform required document distribution activities.
• Support document management and control systems, including DMCS, SPF, HDNS, IDMS, and RMAP.

Benefits

• Paid holidays
• Paid time off
• 401(k) 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