Document Operations Specialist – Active Security Clearance Required

LLNL • Livermore, CA

12h • $94,560 - $138,888 • Onsite

About The Position

We have an opening for a Document Operations Specialist to support Records Management in the Document Management Center (DMC). The position will support the Superblock nuclear complex. You will manage facility documents and records in accordance with all LLNL, DOE and ES&H requirements. You may also serve as additional support in the areas of document control or information management application development. This position is in the Strategic Deterrence Directorate. This position requires full-time on-site presence due to the nature of the work. This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

Requirements

• This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire.
• Knowledge of document control and records management practices for government agencies, engineering, construction, or a related field.
• Demonstrated ability to work independently, interpreting and applying instructions and procedures; advanced organizational skills and attention to detail; experience coordinating multiple work activities; experience identifying and implementing process improvements.
• Experience in document management, controlled document distribution, and/or recordkeeping systems, including experience working with electronic document management databases.
• Effective customer service, organization, communication, and interpersonal skills, including experience interfacing with personnel at multiple levels of an organization, working as part of a multidisciplinary team in a technical support environment, and communicating technical information to users.
• Ability to learn new software applications.
• Associate degree or equivalent combination of education and related experience.
• Comprehensive experience in document management with knowledge of document control and records management practices for government agencies, engineering, construction, or a related field.
• Demonstrated experience developing business processes, identifying process improvements, and implementing new solutions.
• Experience collecting, tracking, analyzing, and reporting operational or performance data using databases, spreadsheets, dashboards, or other reporting tools.
• Experience interpreting records management requirements and ensuring compliance with retention schedules, and related governance policies.

Nice To Haves

• Comprehensive knowledge of DOE standards applicable to records management at nuclear and high-hazard facilities, including configuration management, quality assurance (including NQA-1), and Conduct of Operations requirements.
• Knowledge of LLNL documents and records management policies and procedures, and of business processes and operations at Superblock.
• Experience with Windchill and Enterprise Lifecycle Management (ELM), FileMaker Pro, including database administration and maintenance, and SharePoint, including site administration and automated workflow creation.

Responsibilities

• Work across functional areas, facilitating the collection and management of facility records, including accountability, cataloging, processing, inventory, retrieval, and distribution of documents.
• Monitor records management activities for compliance with applicable requirements, including retention schedules and disposition; collect, validate, analyze, and summarize performance data, and provide input for metrics on records management activities as requested by management.
• Interface with, and serve as a resource for, external customers regarding document control practices, records management, and configuration management, including onboarding/offboarding, user training, and education on requirements.
• Ensure data input accuracy and format compliance of records documentation using multiple web-based applications, including auditing legacy metadata entry against physical records.
• Perform search and retrieval activities of electronically managed information, using database applications and physical document searches in local record storage areas, to locate archival records in support of facility management, engineers, administrators, operators, and mechanical technicians.
• Participate in records inventory audits and support audits and assessments of other groups, including readiness assessments and inspections.
• Maintain access and provide training for document management systems.
• Perform other duties as assigned.
• Develop and implement records management workflows, methods, and practices, including assessing external customer needs.
• Identify and implement actions for improvement in the areas of efficiency, workflow documentation, and customer service, and participate with technical Subject Matter Experts (SMEs) in developing improvements for records database applications.
• Interpret and remain current on records management requirements for compliance, including retention schedules and disposition.
• Develop, maintain, interpret, and report metrics for records-management activities as requested by management. Analyze trends, present findings and recommendations to management.
• Provide input to management for records management budget and staffing activities.
• Serve as a resource for external customers regarding records repository user training, records management requirements (including facility-specific and LLNL document retention schedules), records assessments, and information review and release.

Benefits

• Flexible Benefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules (depending on project needs)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree