Document Control & Records Specialist IV

Position Overview
This position is responsible for a variety of tasks within the Records Management organization. This position supports a diverse group of customers and projects within the Records Management Program. The incumbent works directly, both independently and as part of a team, with customers to understand existing information and records management processes, procedures, and tools. This role remains cognizant of applicable site procedures and ensures strict adherence to all requirements.
The specialist provides support for a compliant, cost-effective, and service-oriented Records Management Program that meets customer requirements, National Archives and Records Administration (NARA) regulations, and Department of Energy (DOE) directives. The position also assists with other tasks as determined necessary to support contract needs and provides excellent customer service to site contractors and the Department of Energy.
Major Activities (Typical Duties/Responsibilities)
Provide document control and records management support to requesting organizations.
Serve as a recognized authority and SME on Records Management requirements, including desk instructions, site procedures, federal regulations, and NARA requirements.
Participate in, advise and assist records custodians, inventory coordinators, managers, and customers regarding Records Management Program requirements.
Collaborate with customers to develop strategies and improve records lifecycle management processes.
Implement process improvements and report results.
Evaluate, develop, deploy, and support manual and automated records capture processes using standard site software.
Review Hanford information to determine Controlled Unclassified Information (CUI) classifications.
Identify, prepare, review, approve, issue, release, distribute, use, and revise documents and records generated in support of Hanford work.
Monitor and assign incoming records to support workflow management, task coordination, and timely processing.
Understand work performed across the organization and recommend improvements and solutions.
Recommend revisions to new or existing Records Management policies and procedures.
Design and provide work-related reports requested by management and customers.
Conduct assessments and support non-routine activities in accordance with established Records Management procedures.
Perform work in compliance with HMIS procedures and safety requirements, including HGET and HMIS GET training requirements.
Contribute creative solutions and new perspectives to support continuous improvement across the organization
Perform work in compliance with HMIS procedures and safety requirements, including HGET and HMIS GET training requirements.
Perform other duties as assigned by leadership.
Additional Duties and Responsibilities
Develop estimates to perform Document Control and Information Clearance work for the Department of Energy and other Hanford contractors.
Determine methods and procedures for new assignments.
Provide Records Management and systems-related training and guidance in both classroom and one-on-one environments.
Serve as the point of contact in the absence of the lead.
Act as the primary trainer for the Document Control and Information Clearance team.
Perform audits and ensure compliance with desk instructions, Records Management requirements, and Engineering procedures.
Maintain cross-training in other organizational areas and provide support at leadership's discretion.
Lead projects across the Records Management organization.
Perform audits to ensure records and personnel comply with established quality standards and procedural requirements.
Subject Matter Expertise in Document Control and Information Clearance Processes
Release of engineering packages, drawings, submittals, and project documentation.
Review and release of public information.
Review of OUO/CUI material.
Publish records to the Administrative Record.
Performance of required document distribution activities.
Application and System Support Experience/SME
Document Management and Control System (DMCS)
SmartPlant Foundation (SPF)
Hanford Document Numbering System (HDNS)
Integrated Document Management System (IDMS)
Records Management Access Portal (RMAP)
Knowledge, Skills, and Abilities
Effectively communicate, both verbally and in writing, with team members, management, and customers.
Demonstrate strong organizational skills, attention to detail, and the ability to manage large volumes of documentation with effective follow-through.
Exercise independent judgment in selecting methods, techniques, and evaluation criteria to achieve desired results.
Serve as a Subject Matter Expert in the Records Management Lifecycle and its application.
Serve as a Subject Matter Expert in NARA requirements.
Demonstrate advanced technical proficiency across a wide range of software applications, including records management and configuration control systems.
Maintain a strong customer-service focus and work collaboratively and professionally across multiple contractors and organizations.
Understand priorities and assist others with prioritization as needed.
Work independently with a high degree of initiative.
Exercise sound judgment within established procedures, processes, and practices to determine appropriate actions.
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 nine (9) years of relevant 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 a

Skills
Documentation

Employment type
Active, Full-Time

Work arrangement
No