Records Specialist

Oak Ridge National Laboratory • Oak Ridge, TN

397d

About The Position

The Records Specialist at Oak Ridge National Laboratory (ORNL) will support the processing, maintenance, retrieval, and dissemination of electronic records in accordance with records management policies. This role involves collaboration with various stakeholders to ensure compliance with records management standards, particularly for the US ITER Project. The position is based at the US ITER Project Office in Oak Ridge, TN, and allows for a hybrid work arrangement after achieving proficiency.

Requirements

• An Associate's degree in Business, English, Information Management, or a related field.
• Minimum of 2 years of experience in records management and document control, including indexing, quality checks, and distribution of records.
• Proficiency in Adobe Acrobat Professional and Microsoft Office applications, including PowerPoint, Word, and Excel.

Nice To Haves

• Experience handling sensitive, non-classified information (e.g., proprietary, export-controlled).
• Familiarity with document management systems and product lifecycle management software.

Responsibilities

• Process and manage procedures, technical documents, calculations, drawings, and other records to ensure timely and accurate availability in electronic document management systems.
• Verify that documents meet formatting, identification, and approval criteria, coordinating with stakeholders to resolve discrepancies.
• Index and file electronic records in alignment with established practices using document management systems.
• Maintain and update metadata, provide document retrieval services, and track the status of records in processing workflows.
• Review electronic records for quality assurance, ensuring legibility and completeness.
• Support management in organizing high-level meeting files by retrieving, verifying, and organizing documentation in electronic formats.
• Identify and ensure proper markings are applied to controlled unclassified information.
• Manage reference material for high-level meeting files and related topics.
• Coordinate with internal and partner facility members to facilitate proper receipt and processing of records.
• Handle sensitive information, such as proprietary and export-controlled documentation, in compliance with regulations.
• Update internal work instructions and contribute to the refinement of record and controlled document management processes.
• Assist with special projects, including reorganizing electronic files, metadata cleanup, and managing SharePoint collaborative sites.
• Provide user training and technical assistance on document management systems and processes as needed.
• Collaborate with the Records & Document Management Lead to ensure proper identification, retention, and management of records.
• Serve as a backup to other Records Specialists when required.
• Participate in continuous improvement initiatives to enhance records management efficiency and compliance.

Benefits

• Medical and retirement plans
• Flexible work hours
• On-site fitness, banking, and cafeteria facilities
• Prescription Drug Plan
• Dental Plan
• Vision Plan
• 401(k) Retirement Plan
• Contributory Pension Plan
• Life Insurance
• Disability Benefits
• Generous Vacation and Holidays
• Parental Leave
• Legal Insurance with Identity Theft Protection
• Employee Assistance Plan
• Flexible Spending Accounts
• Health Savings Accounts
• Wellness Programs
• Educational Assistance
• Relocation Assistance
• Employee Discounts

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Professional, Scientific, and Technical Services
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees