Document Control & Record Specialist III

Position Overview

This position is responsible for working with customers to understand their existing information and records management process, procedures, and tools, and assist them in designing, deploying, and supporting innovative solutions that address their unique records needs.

Major Activities (Typical Duties/Responsibilities)

• Provide timely, knowledgeable, and responsive records system administrator support for records systems maximizing system up time and minimizing customer impacts.
• Manage user accounts in each records system, including set-up new user accounts, disable user accounts when no longer needed, manage user account permissions.
• Demonstrate ability to understand records management lifecycle and processes to perform assigned work scope.
• Provide support to customers which includes, but not limited to, access, training, records support, processing, and records storage.
• Analyze and resolve system needs for users.
• Develop and maintain training materials for record systems.
• Create, schedule and provide classroom record system training for all site employees.
• Create, schedule and provide specific customer requested training to site employees as requested.
• Analyze, troubleshoot and resolve system and user issues when alerted by a user or monitoring system.
• Perform testing on system and system performance for outages and system upgrades.
• Provide oversight and administration of records systems maintenance, installs, enhancements and upgrades.
• Support weekly system patching.
• Develop and/or collaborate with technical support and customer on maintenance of technology and software roadmaps for records systems.
• Oversee and ensure that hardware and software configuration control and documentation is maintained.
• Identify, track, manage, and report OUO/PII information contained within the records repository.
• Respond to litigation/legal requests for information; to include records support for litigation or workers’ compensation hearings, Privacy Act or FOIA requests, Energy Employees Occupational Illness Compensation Program Act (EEOICPA), and DOE-approved requests for data in support of epidemiological or research organizations.
• Identification and interpretation of requirements found in desk guides, site procedures, Federal and NARA requirements.
• Provides after-hours services, as needed.
• Write desk guides and test scripts.
• Develop system reports.
• Provides guidelines to technical team for developing new automated interfaces.
• Testing new and revised automated interfaces. Approves implementation of new and revised automated interfaces based on the guidelines provided.
• Troubleshoots workflow issues and can reroute or update workflows if needed.
• Perform other duties as appropriate and as assigned.

Knowledge/Skills/Abilities

• Demonstrated understanding of records management lifecycle concepts and application.
• Demonstrated understanding of NARA requirements.
• Must possess the ability to understand, interpret and implement DOE Orders, Federal law and regulatory requirements, and Site procedures.
• Good interpersonal skills: ability to work effectively and cooperatively with all levels of management and staff, affiliated-company employees as well as outside business associates; exhibits a professional manner in dealing with others.
• Superior organizational, follow-up, and detail-oriented skills.
• Strong ability to analyze documents and categorize appropriately.
• Ability to maintain accurate records.
• Work independently, as well as on a team and with minimal supervision.
• Make decisions, solve problems, and exercise excellent judgment.
• Work well under pressure and independently prioritize workload, while working on multiple projects.
• Ability to research, organize and analyze technical information with particular attention to accuracy and detail.
• Excellent written and verbal communication skills; including thorough knowledge of proper grammar, advanced vocabulary, spelling, editing and proofreading skills.
• Proficient using Microsoft Office products, such as Word, Excel and PowerPoint, and industry-standard computer software and databases.
• High degree of sensitivity regarding confidential information.

Physical Abilities

• Sufficient fine motor skills for the use of computers, calculators with an ability to withstand repetitive keyboarding for extended periods of time.
• Visual and communications ability adequate to perform the essential functions of the job.
• Ability to kneel, bend and twist at the waist on an occasional basis.
• Ability to reach below shoulder height with regular frequency (desk position) and at or above shoulder height on occasion.
• Ability to push, pull, carry and lift objects weighing up to 10 pounds on a regular basis, and greater weights on an occasional basis.
• Ability to travel by vehicle or aircraft, and ability to safely operate a motor vehicle.

Minimum Qualifications

• High school diploma and 5 years Records Management experience or an equivalent combination of education, training and experience
• Ability to pass a background and drug screening.
• Must have identification compliant with the Real ID Act at time of hire.
• Must be able to obtain Department of Energy access badge.

Preferred Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 3-8 years’ experience working with an electronic document management system.

Pay Range: $59,537.00-$79,307.00

Benefits: OSC Technical Solutions offers excellent benefits for eligible employees. Benefits include paid holidays, paid time off, 401k with employer match, dental, vision, health insurance plans through the Federal Employee Health Benefits (FEHB) program, as well as life and disability benefits.

OSC Technical Solutions does not discriminate, and the company provides equal employment opportunity for all employees and applicants without regard to race, religion, color, sex, gender, sexual orientation, national origin, citizenship status, age, marital status, pregnancy or parenthood, handicap or disability, genetics, veteran status or any other legally protected characteristic. OSC Technical Solutions adheres to all federal, state and local laws regarding equal employment opportunity and will not discriminate against you in violation of these laws. OSC Technical Solutions reserves the right to apply CIRI Shareholder preference to qualified Shareholders in employment and advancement opportunities.

OSC Technical Solutions participates in E-Verify. We will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization.

Reasonable Accommodation:

OSC Technical Solutions will provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with OSC Global, LLC or any of its subsidiaries, please email recruiting@ciri.com.

Important Employment Notice: Federal Contract & RCW 49.44.240:

Due to our status as a federal contractor operating within the State of Washington, all applicants and employees must adhere to federal law, which classifies cannabis as a Schedule I controlled substance.

While Washington State’s RCW 49.44.240 (which generally prohibits employers from discriminating against an applicant based on their lawful use of cannabis off-site and during working hours) is state law, it does not supersede federal requirements.

Zero-Tolerance Policy and Disqualification

• Prohibition: The use, possession, or distribution of cannabis is strictly prohibited for all employees, regardless of state law.
• Testing: Applicants will be subject to pre-employment drug screening that includes testing for cannabis.
• Disqualification: A positive test result for cannabis will result in immediate disqualification from consideration for employment, as mandated by our federal contract obligations.

All applicants must be able to comply with all federal regulations, including those concerning controlled substances, as a condition of employment.