Location: Richland, Washington
Title: Document Control & Record Specialist Lead
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 & Records Specialist Lead supports the Records System scope and plays a crucial role in overseeing the organization's records and information management processes. This position reports to the department Manager and supports a diverse set of customers and projects within the Records Management Program. This position involves not only developing and implementing efficient systems for organizing, storing, and retrieving company records but also providing leadership and guidance to a team of records management professionals.
The Lead ensures a service-oriented Records Program meeting requirements as identified in procedures, NARA regulations, and DOE directives policies, establishes best practices, with a focus on leveraging technology to enhance efficiency and compliance.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Record Systems Scope:

• Lead the Records System team in providing timely and responsive system administration to maximize system uptime and minimize customer impacts. Uphold the highest standards for the protection of Hanford Site information and records, including classified, unclassified, and controlled use information. Operating and overseeing various record systems, such as the Integrated Document Management System (IDMS), Document Management Control System (DMCS), Hanford Document Numbering System (HDNS), Public Document Website (PDW), Records and Information Management Scanning Application (RIMScan), and Records Management Access Portal (RMAP), is essential.
• Ensure the management of system and user accounts are within the bounds of software license agreements and Site requirements, addressing operational issues, and ensuring the implementation of new solutions maintains or exceeds current performance levels.
• Must schedule any disruptive work outside normal working hours and maintain up-to-date information in applicable systems.
• Oversight of hardware and software configuration control, entry of change requests in applicable systems, and proactive identification and management of Personally Identifiable Information (PII) incidents are critical aspects of the role.
• Lead, in coordination with technical support, on technology and software roadmaps, supporting electronic records interfaces, ensuring compliance with governmental requirements, site engineering processes, and responding to legal requests for information.
• Ensure records systems maintenance, enhancements, and upgrades, as well as participating in weekly patching sessions, contribute to the overall efficiency and compliance of the records systems.
• Oversees and provides support for testing system performance for outages and system upgrades.
• Oversees and performs problem-solving tasks when alerted by a user or monitoring system.
• Responsible for creating and maintaining desk instructions, system administrator and end-user training materials, conducting regular virtual training sessions, and responding to customer-specific training requests.
• Ensure adherence to Hanford Site requirements and procedures for records management, including NQA-1 and Quality Assurance standards. Translate requirements to provide customer service and guidance to all site contractors supporting site records system requirements.
• Utilize expert knowledge and experience in records management fundamentals to facilitate effective communication between the Records System team and customers.
• Review and track daily attendance of team and report any issues to department Manager.
• Track, review, and report performance metrics of team, update as needed.
• Coordination and support on deliverables and ensure delivery to management team in a timely manner.
• Provide on call support for all Records Management Systems on off-hours, including nights and weekends.

Leadership and Team Oversight:

• Provide leadership and direction to a team of records management professionals under the supervision of the department Manager.
• Foster a collaborative and efficient work environment, ensuring team members are aligned with organizational goals.

Develop and Implement Records Management Policies:

• Design and implement records management policies and procedures to ensure compliance with legal and regulatory requirements.
• Work with key stakeholders to establish guidelines for document classification, retention, and disposal.

System Implementation and Maintenance:

• Lead the implementation and maintenance of records management systems to efficiently organize and store information.
• Train and mentor team members on proper records management practices and ensure the effective use of record-keeping tools.

Compliance and Risk Management:

• Stay up to date of relevant laws, regulations, and industry standards related to records management.
• Conduct periodic audits to ensure compliance with established policies and mitigate potential risks.

Collaboration and Training:

• Collaborate with departments across the organization to understand their record-keeping needs and provide solutions.
• Conduct training sessions for both the team and other staff on records management best practices and the proper use of record-keeping tools.

Records Retrieval and Disposal:

• Establish processes and desk instructions for the efficient retrieval of records when needed.
• Oversee the secure disposal of records that have reached the end of their retention period.

Performance Management:

• Work with Management on identifying performance expectations and goals for team members. Provide regular feedback to team members and management.
• Identify opportunities for professional development and training to enhance team members' skills.

Continuous Improvement:

• Identify opportunities for process improvement and implement changes, as approved, to enhance the efficiency of records management processes.
• Stay informed about emerging technologies and industry trends in records management.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Develop estimates for performing service tasks.
• May conduct performance evaluations.
• 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.
• 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.
• Attention to detail and a commitment to maintaining the confidentiality and integrity of records.
• 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:

• Experience working in industries with stringent compliance requirements.
• 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.