Records Specialist

Requisition Id 14218

Purpose:

The Office of Integrated Performance Management at Oak Ridge National Laboratory (ORNL) is seeking a Records Specialist to support the effective processing, maintenance, retrieval, and dissemination of electronic records in alignment with records management policies and procedures. In this role, you will collaborate with records specialists, engineers, technical project officers, and other staff to ensure compliance with records management standards and provide exceptional support to our internal customer, the US ITER Project. This position will be physically located at the US ITER Project Office, Oak Ridge, TN.

Major Duties/Responsibilities:

• Process and manage procedures, technical documents, calculations, drawings, and other records (internal and external) to ensure timely and accurate availability in electronic document management systems and collaborative platforms.
• Verify that documents meet formatting, identification, and approval criteria, coordinating with stakeholders to resolve discrepancies.
• Index and file electronic records in alignment with established practices using document management systems, including customer-specific platforms.
• Maintain and update metadata, provide document retrieval services, and track the status of records in processing workflows.
• Review electronic records for quality assurance, ensuring legibility and completeness.
• Support management in organizing high-level meeting files by retrieving, verifying, and organizing documentation in electronic formats.
• Identify and ensure proper markings are applied to controlled unclassified information.
• Manage reference material for high-level meeting files and related topics.
• Coordinate with internal and partner facility members to facilitate proper receipt and processing of records.
• Handle sensitive information, such as proprietary and export-controlled documentation, in compliance with regulations.
• Update internal work instructions and contribute to the refinement of record and controlled document management processes.
• Assist with special projects, including reorganizing electronic files, metadata cleanup, and managing SharePoint collaborative sites.
• Provide user training and technical assistance on document management systems and processes as needed.
• Collaborate with the Records & Document Management Lead to ensure proper identification, retention, and management of records.
• Serve as a backup to other Records Specialists when required.
• Participate in continuous improvement initiatives to enhance records management efficiency and compliance.
  
  

Expectations:

• A hybrid work arrangement is allowed after proficiency is achieved in the role.
• Ability to communicate effectively using video conferencing platforms to interact with remote members.
• Ability to work independently with exceptional attention to detail and accuracy.
• Flexibility to adapt to shifting priorities in a high-paced environment.
• Strong interpersonal, verbal, and written communication skills.
• Demonstrated ability to work collaboratively in team settings characterized by high activity, requiring dependability and flexibility.
• Deliver ORNL’s mission by aligning behaviors, priorities, and interactions with our core values of Impact, Integrity, Teamwork, Safety, and Service. Promote diversity, equity, inclusion, and accessibility by fostering a respectful workplace – in how we treat one another, work together, and measure success.
  
  

Required Qualifications:

• An Associate's degree in Business, English, Information Management, or a related field.
• Minimum of 2 years of experience in records management and document control, including indexing, quality checks, and distribution of records.
• Equivalent combinations of education and experience will be considered.
• Proficiency in Adobe Acrobat Professional and Microsoft Office applications, including PowerPoint, Word, and Excel.
  
  

Preferred Qualifications:

• Experience handling sensitive, non-classified information (e.g., proprietary, export-controlled).
• Familiarity with document management systems and product lifecycle management software.
  
  

Visa sponsorship: Visa sponsorship is not available for this position.

About ORNL:

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an extraordinary 80-year history of solving the nation’s biggest problems. We have a dedicated and creative staff of over 6,000 people! Our vision for diversity, equity, inclusion, and accessibility (DEIA) is to cultivate an environment and practices that foster diversity in ideas and in the people across the organization, as well as to ensure ORNL is recognized as a workplace of choice. These elements are critical for enabling the execution of ORNL’s broader mission to accelerate scientific discoveries and their translation into energy, environment, and security solutions for the nation.

ORNL offers competitive pay and benefits programs to attract and retain individuals who demonstrate exceptional work behaviors. The laboratory provides a range of employee benefits, including medical and retirement plans and flexible work hours, to support the well-being of you and your family. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also available for added convenience.

Other benefits include the following: Prescription Drug Plan, Dental Plan, Vision Plan, 401(k) Retirement Plan, Contributory Pension Plan, Life Insurance, Disability Benefits, Generous Vacation and Holidays, Parental Leave, Legal Insurance with Identity Theft Protection, Employee Assistance Plan, Flexible Spending Accounts, Health Savings Accounts, Wellness Programs, Educational Assistance, Relocation Assistance, and Employee Discounts.

If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email: ORNLRecruiting@ornl.gov .

In addition, we offer a flexible work environment that supports both the organization and the employee. A hybrid/onsite working arrangement may be available with this position.

This position will remain open for a minimum of 5 days after which it will close when a qualified candidate is identified and/or hired.

We accept Word (.doc, .docx), Adobe (unsecured .pdf), Rich Text Format (.rtf), and HTML (.htm, .html) up to 5MB in size. Resumes from third party vendors will not be accepted; these resumes will be deleted and the candidates submitted will not be considered for employment.

If you have trouble applying for a position, please email ORNLRecruiting@ornl.gov.

ORNL is an equal opportunity employer. All qualified applicants, including individuals with disabilities and protected veterans, are encouraged to apply. UT-Battelle is an E-Verify employer.