What are the responsibilities and job description for the Engineering Records Specialist position at WSSC Water?
The Engineering Records Specialist plans, organizes, coordinates, implements and maintains engineering records content in support of the enterprise-wide content management program. The Engineering Records Specialist oversees and coordinates the receipt, retention, storage, maintenance and retrieval of engineering record documents. This position includes functional supervision of subordinate staff. It also involves considerable collaboration and interaction with staff from the IT Department in the development of taxonomies, designing user interfaces, testing, and recommending improvements to the Enterprise Content Management system (ECM).
Essential Functions
- Manages and performs the scanning, indexing, quality control, microfilming and retrieval of engineering record drawings and related documents
- Manages, trains and performs quality control on the work of engineering records support staff and contractors
- Performs extensive research to internal and external stakeholders who encounter difficulties while researching engineering documents
- Using various tools and databases, tracks and follows up with stakeholders on the progress of construction projects to ensure that project documents continue to flow and are made available in our ECM in a timely and consistent manner
- Routinely works with project managers and contract managers from around the commission to gather and organize pertinent engineering records in support of various phases of their projects
- Develops content classification taxonomies in cooperation with information technology staff and pertinent business units to facilitate capture or metadata in order to improve searches and retrieval of documents stored in our ECM
- Work closely with information technology staff in the evaluation, design, testing and implementation of user interfaces, document management products and new software
- Maintain quality control of metadata and documents housed in the ECM
- Generates and uses queries and reports to research and correct omissions, errors and inconsistencies among the various tools in used in EESD
- Conducts training when new user interfaces are introduced, or old ones are altered.
- Develops business workflows to clarify operational procedures and responsibilities
- Manages the transfer of documents to inactive storage, the storage of documents on alternative media, and the destruction of obsolete records and documents following standards established with records retention schedules
- Uses GIS to generate engineering record documents
- Participates in enterprise-wide initiatives related to record documents
- Provides specifications / scope of work and manages vendor contracts for outside services
- Supports CAD technicians in the creation or revisions of engineering record drawings
- Tracks status of documents sent to vendors for scanning
- Creates and maintains the currency of standard operation procedures and document security policies
- Compiles information and prepares periodic reports or presentations
Other Functions
- Keeps abreast of current industry standards, and current Commission records policies and practices
- Performs related duties as required
Work Environment And Physical Demands
- Work is performed in a normal office environment
- Must be able to enter data for prolonged periods of time on a computer
Required Knowledge, Skills, And Abilities
- Extensive knowledge of policies, procedures, principles and techniques of records management
- Extensive knowledge of WSSC policies related to records management including security requirements and retention policy
- Proficient knowledge of the IBM Filenet ECM environment and associated suite of products
- Ability to use and navigate the various project and asset management software in use at WSSC Water for the purpose of tracking project progress and delivery of appropriate records. These include e-Builder, Primavera, e-Permitting, ProjectDox, GIS, and MMIS
- Considerable knowledge of various storage and archival media and retrieval techniques
- Strong research, analytical, organizational and documentation skills
- Skill in the use of modern software applications
- Skill in work management, work leadership, and instruction and guidance of subordinate employees
- Ability to prioritize tasks in order to perform efficiently
- Ability to work in a high-volume environment where attention to detail is critical
- Ability to read and interpret engineering drawings and GIS data depicting utilities
- Ability to query data and perform basic functions using ArcGIS
- Ability to generate or modify electronic drawings using tools such as Adobe Acrobat, AutoCAD, and Photoshop
- Ability to meet with internal clients and outside vendors, schedule work and meet deadlines
- Ability to communicate effectively both verbally and in writing
- Ability to work well independently and in a team-based environment
- Highly motivated and proactive
Minimum Education, Experience Requirements
- Bachelor’s degree in library science, information science, computer science, construction management, or related field
- 3 years of experience in the development and maintenance of records management programs and systems
- Experience reading, storing, and accessing engineering records
OR
- High School diploma or equivalent
- 7 years of progressively responsible professional experience in the development and maintenance of records management programs and systems
- Experience reading, storing, and accessing engineering records
