Document Control & Record Specialist Lead

Position Overview

The Document Control & Record Specialist Lead provides support to the Imaging Operations Program and oversees the organization’s record and information management processes. This position supports a broad range of customers and projects, and develops and implements efficient systems that organize, store and retrieve company records. This position also provides leadership and guidance for record management team and ensures that the Records Management Program meets requirements outlined in the procedures, NARA regulations and DOE directives. 

Major Activities (Typical Duties/Responsibilities)

Lead the Imaging Operations team in digitizing various formats as electronic records to be retained in the Hanford Site’s official electronic records repository.

Ensure adherence to track, prioritize, and process incoming records using the first in/first out approach and the priority list for processing records.

Oversee designated areas for incoming records and ensure quality of images, metadata and storage of records.

Manage the retention of hard copy documents, facilitate the recycling of hard copies in approved receptacles and, if requested, stamp as scanned and return hard copy documents to customers.

Ensure adherence to Hanford Site requirements and procedures for imaging operations, provide guidance to all site contractors supporting site imaging operation requirements, as needed.

Facilitate effective communication between the Imaging Operations team and customers.

Review and track daily attendance and performance metrics of the records management team and report findings to the department Manager.

Coordinate and support deliverables and ensure timely delivery to the management team.

Develop, implement and update desk instructions and training material, as needed.

Under direct supervision of the department Manager, provide guidance and training to the records management team; ensure team maintains alignment with organizational goals, understands proper records management best practices and effective use of record-keeping tools.

Work with Management to identify performance expectations and goals for team members; provide regular feedback to team members and management.

Identify opportunities for process improvement and implement changes, as approved, to enhance the efficiency of records management processes.

Develop and implement records management policies and procedures; conduct periodic audits of established policies and mitigate potential risks.

Stay up to date on relevant laws, regulations and industry standards related to records management to ensure compliance.

Collaborate with other departments to understand their record-keeping needs and provide solutions when needed.

Work with key stakeholders to establish guidelines for document classification, retention and disposal.

Work with system administrators on system upgrades or maintenance issues; escalate and report findings to department Manager.

Perform other duties as appropriate and as assigned. 

Knowledge/Skills/Abilities

Advanced knowledge of Record Management processes, systems, software and tools.

Ability to lead teams, mentor staff and provide training to support professional growth. 

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.

Comprehensive knowledge of the Records Management Lifecycle and its application.

Familiarity with NARA Requirements. 

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 six years of relevant work experience or equivalent combination of education, training and experience

Previous experience working in industries with stringent compliance requirements preferred

Previous experience on the Handford site or records management preferred

Working knowledge of the different Hanford Records software applications and processes (IDMS, RMAP, DMCS, SPF, RIMScan, HDNS) preferred

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 badge

Pay Range: $28.62-$46.50

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 [email protected].

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.