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Records Mgmt Specialist-DOE CC & Receptionist Lead-Richland, WA

Company: Westech International, Inc.
Location: Richland
Posted on: November 15, 2019

Job Description:

ResponsibilitiesThis position is responsible for providing general Records Management Specialist support to the Content and Records Management (CRM) organization and will be the lead over the DOE Correspondence Control (DOE CC) Team and the MSA-provided DOE Receptionists.The DOE CC provides for management of correspondence for DOE-RL and DOE-ORP. Correspondence is received from and sent to a wide range of sources, both internal and external to the Hanford Site, including Site contractors; regulators; DOE-HQ; other Federal, state and local agencies or organizations; stakeholders, media, and private citizens. The DOE Building Receptionists provide selected services to DOE and other Hanford Contractor employees and visitors.Responsibilities include:

  • Provide oversight of day-to-day work to ensure that customer expectations are met.
  • Provide leadership within the DOE CC and DOE Receptionist team.
  • Oversee auditing and training for team members.
  • Oversee, assist and be able to perform the work scope of the DOE CC and DOE Receptionist Team.
  • Assist with general records management tasks for the CRM organization.
  • Perform routine and stretch assignments and demonstrate reliable, consistent, and quality results.
  • Maintain equipment in good working order using established site processes.
  • Scan, index, and verify multiple document types; assist with testing of scanning software and have good understanding of the processes for capturing electronic records.
  • Responsible for compliance with governmental requirements for records maintenance, storage, retrieval, and access of records as applicable.
  • Write, review and maintain operating procedures/desk instructions relative to operations. Ensure documentation is reviewed and updated annually or sooner if requirements or business processes change.
  • Communicate with customers, other MSA and subcontractor personnel, and management on a regular basis.
  • Maintain team error rates below customer expectations. If errors are above expectations, implement quality control improvement steps.
  • Monitor incoming and outgoing correspondence to ensure SLA turnaround times are met; and bring to MSAs attention any correspondence not processed in a timely manner
  • Coordinate and provide backup DOE receptionist support.
  • Coordinate updates to the Correspondence Subject Matrix (CSM) by working with DOE-RL and ORP points of contact (POCs) to gather changes and updates to the CSM.
  • Identify and implement business process improvements.
  • Coordinate special projects as directed by MSA management, maintain an accurate inventory of materials, and provide weekly status of progress.
  • Keep the MSA responsible manager and BTR informed of all work scope changes, issues, customer meetings.
  • Provide backup support to other CRM leads.
  • Submit weekly activity reports and provide input to monthly reports on team activities. Include progress on special projects.
  • Maintain metrics and performance information on team productivity. Maintain monthly statistics by the 5th working day of each month for 10-hour turnaround and two year rolling chart.
  • Participate in audits, assessments, and corrective actions when requested.
  • Attend all required meetings and maintain required training.
  • Participate and support MSAs safety programs and maintain a safe workplace.Lead must be available by cell phone for p have cell phone number published in the Hanford phone directory.RequirementsQUALIFICATIONSRequired Qualifications
    • 3 years experience in records management, imaging, document control, configuration control, leadership or related experience.
    • Bachelors degree or equivalent combination of education and experience.
    • Experience with general records management principles and functions.
    • Experience with high volume imaging equipment, imaging file formats, and indexing of document information into enterprise-wide records management applications.
    • Excellent oral and written communication and interpersonal skills.
    • Demonstrated experience in all aspects of customer service and administrative functions.
    • Ability to work alone and as part of a team to complete the full range of assigned tasks.
    • Be a team player, focused, and able to multi-task and prioritize, as well as a self-starter that enjoys working in a fast-paced, high-energy work environment.
    • Possess the ability to work effectively with customers, co-workers and management.
    • Must have a professional appearance and behavior, a positive attitude, and the ability to learn quickly.
    • Basic knowledge of SharePoint and proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook).
    • Lift up to 35 lbs., sit for up to 3 hours at one time, and keyboarding for 2 hours. Must be able to use both hands.
    • Ability to stoop, kneel, squat and crouch to pick up and move objects, office equipment and records.
    • Current drivers license, excellent driving record, ability to operate a motor vehicle.Desired Skills
      • Previous work experience at Hanford.
      • Experience with Hanfords records management processes including Electronic Records Authorizations (ERA).
      • Basic knowledge of Hanford records-related systems (SmartPlant Foundation [SPF], Document Control Management System [DMCS], Records Management Scanning Application [RIMScan], Correspondence Subject Matrix (CSM) and the Integrated Document Management System [IDMS]).
      • Familiarity with Records Management, Configuration Control, and Document Control requirements.U.S. Citizenship RequiredJob Status: Full Time RegularCity: RichlandState/Province: Washington [WA]

Keywords: Westech International, Inc., Richland , Records Mgmt Specialist-DOE CC & Receptionist Lead-Richland, WA, Administration, Clerical , Richland, Washington

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