Document Management Specialist

Metropolitan Council • St. Paul MN 55114, MN

4d • Hybrid

About The Position

The Document Management Specialist will lead and coordinate document and records management supporting Transit Facilities. This position ensures that operational, technical, and project documentation is organized, accessible, and managed in accordance with Metropolitan Council standards. The role develops and maintains digital technical libraries for Facilities Maintenance and oversees the collection and management of construction project closeout documentation. This posting will establish a six (6) month eligibility pool for current and future openings.

Requirements

• Any of the following combinations of experience (working in a library, content management or other electronic technical document management environment) and completed education (in Library Science, Information Management Technology, Business Administration, Communications, English, or directly related field):
• High school diploma/GED with five (5) years of experience
• Associate's degree with three (3) years of experience
• Bachelor's degree with one (1) year of experience
• Knowledge of electronic document management systems.
• Knowledge of agency programs to effectively develop collections and provide users with relevant information resources.
• Knowledge of product issues and trends related to content management technology.
• Knowledge or become familiar of Standard Operating Procedure management tools such as ArborText/ Windchill/ Titania.
• Knowledge of problem solving and resolution skills.
• Knowledge or become familiar of document storage systems such as E-builder or AppEnhancer.
• Skilled in the use of print and on-line information resources.
• Skilled in Microsoft products such as SharePoint, Word, Visio, Excel, PowerPoint
• Strong organizational skills including detail and accuracy.
• Ability to work both collaboratively and independently depending upon needs; self-motivated.
• Ability to problem solve issues.
• Ability to build and maintain collaborative working relationships with support staff, technical professional staff and management.
• Ability to manage multiple projects.
• Ability to lead cross departmental teams.
• Ability to learn new tools such as PowerAutomate .

Nice To Haves

• Experience with public sector, construction and/or transportation document management.
• Experience with AppEnhancer, Standard Operating Procedure management tools, SharePoint, MS Visio, Enterprise Asset Management or Enterprise Resource Planning systems.
• Knowledge of facilities or construction documentation, files, record drawings, GIS.
• Experience with local, state or federal document management requirements.
• Ability to promote an equitable, positive, and respectful work environment that values cultural and diversity among all employees.

Responsibilities

• Design, develop, and maintain SharePoint libraries and document management solutions to support Facilities Maintenance operations and improve information accessibility.
• Coordinate collection, organization, and storage of project closeout documentation, including as-built drawings, warranties, contracts, maintenance manuals, and procurement records.
• Support implementation and administration of enterprise Standard Operating Procedure management systems to establish standardized document management practices.
• Maintain Facilities Maintenance SharePoint intranet content and assist with shared drive organization, permissions management, and document migration efforts.
• Collaborate with Facilities Maintenance, Engineering & Construction, and Real Estate teams to improve records management efficiency, transparency, and accessibility.
• Conduct research and information retrieval activities, including locating warranties, agreements, property records, and other operational documentation.
• Review and digitize hardcopy records, establish digitization priorities, and ensure compliance with Enterprise Content Management standards and retention schedules.
• Provide guidance, training, and support for SharePoint, Microsoft Teams, records retention, Standard Operating Procedure templates, and document management best practices.

Benefits

• on-site training
• tuition reimbursement
• competitive salary
• excellent benefits
• good work/life balance
• Career advancement opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level