Document Control & Records Management Specialist III 03409 NWSOL

Location: Richland, Washington
Title: Document Control & Records Management Specialist III
Schedule (FT/PT): Regular Full Time
Travel Required: No
Clearance: Ability to Obtain

North Wind Solutions is a Government contracting small business with operations at military and civilian installations across the United States. The company’s focus is facilities operation and maintenance, waste management and radiological services, security control and force protection, and environmental services.

POSITION PURPOSE:
The Document Control and Records Management Specialist III is responsible for a variety of tasks within the Records Management organization. This position supports the Patrol Operations Center in the 200E area. This scope works directly, both as an individual and as part of a team, with customers to understand their existing information and records management processes, procedures, and tools. Cognizant of applicable site procedures and ensure strict adherence to those requirements. Provide support for a compliant, cost-effective, service-oriented Records Program meeting requirements as identified in customer procedures, NARA regulations, and DOE directives. Assist with any other tasks determined applicable to the contract needs. Provide excellent customer service to site contractors and the Department of Energy.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide document control and record management support to requesting organizations.
• Act as the Patrol Knowledge Management Point of Contact.
• Perform data entry and record keeping management system functions; maintain electronic Integrated Data Management System (IDMS), managing and organizing records to facilitate access. Maintain Record Identification and Destruction Schedules (RIDS) and data entry into IDMS. Convert historical paper records to electronic records by scanning and entry into IDMS.
• Train new Patrol supervisors and staff on creation of timely, accurate, and complaint records.
• Assist senior staff with form and document updates, tracking and closure of corrective actions, mobilization rosters, phone listings, After Action Review, Line-up Announcements, organizational charts, SPO COPP and field files, general communications, and special projects.
• Identify and interpret requirements found in desk instructions, site procedures, Federal and NARA requirements.
• Participate with customers in the development of strategy for records lifecycle management.
• Responsible for managing department’s credentials and shields program under DOE O 473.3A to include issuance, transfers, inventory control and reporting.
• Perform audits to ensure all records and staff are performing at an acceptable quality level.
• Review Hanford Information to determine the CUI classification.
• Point of contact for department’s use of the statewide law enforcement telecommunication system (ACCESS). To include ensuring compliance with State and FBI CJIS Division policies and regulations to include personnel training and department auditing.
• Monitor and assign work designated in team collaboration areas, Outlook mailboxes, plant mail, and courier/transportation for incoming records.
• Assignments may be broad or narrowly focused requiring considerable judgment and initiative. Understands implications of work and makes recommendations for solutions.
• Assists others in conducting studies and in supporting non-routine activities in accordance with established procedures.
• Recommends changes to policies and procedures.
• Recommends process improvements.
• Provides reports as requested.
• Perform all work in accordance with established access controls and safety requirements.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Develop estimates for performing service tasks.
• Exercises and demonstrates good judgment within defined procedures, processes, and practices to determine appropriate action.
• Determines methods and procedures on new assignments.
• May provide training and guidance in a classroom or one-on-one environment.
• May act as a Team Lead.
• Hanford Systems used to provide support are comprised of the following:
• Document Management and Control System (DMCS)
• Smart Plant Foundation (SPF)
• Hanford Document Numbering System (HDNS)
• Integrated Document Management System (IDMS)
• Records Management Access Portal (RMAP)
• RIM Scanning Solution (RIMScan)
• Success Factors Learning Management System (LMS)

MINIMUM QUALIFICATIONS:

Education and Experience:
High school diploma and 6+ years relevant work experience or relevant Associate's degree and 4+ years relevant work experience. Bachelor’s and/or 2+ years relevant work experience.

Skills and Abilities:

• Effectively communicate, both verbal and written, with team members, management, and customers.
• Highly organized and detail oriented with strong follow-up skills to manage large volumes of documentation.
• Substantial understanding of the job and applies knowledge and skills to complete a wide-range of tasks.
• Comprehensive knowledge of the Records Management Lifecycle and its application.
• Must be familiar with NARA requirements.
• Proficient technical skills for a wide range of software, including records and configuration control management systems.
• Customer service oriented, with ability to work professionally and collaboratively across multiple contractors and organizations.
• Ability to understand priorities.

Special Requirements:
Security Access Requirement:

• Must pass pre-employment background check.
• Must pass pre-employment drug screening.
• Applicants are required to have REAL ID ACT compliant documentation at time of hire and nothing on record that would prohibit you from gaining access to Department of Energy sites.
• Must be able to obtain a Department of Energy badge for access to the Hanford Site.

PREFERRED QUALIFICATIONS:

• Previous Hanford experience.
• Previous Document Control and/or Records Management experience.
• Has working knowledge of the different Hanford Records software applications and processes (IDMS, RMAP, DMCS, SPF, RIMScan, HDNS).

PHYSICAL DEMANDS:
Position is primarily sedentary in nature, but may involve walking or standing for brief periods of time. The work may involve exerting up to 10 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.

WORKING ENVIRONMENT:
Works mainly in typical office environment. The noise level in the work environment is usually quiet.

North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline +1.208.528.8718 or use the Request for Reasonable Accommodation form to get assistance.

North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion, or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.

Proof of citizenship will be required as a condition of employment.

Candidates may be required to obtain and hold a Secret or Higher US Government Clearance.