Performs a variety of records management support responsibilities related to the administration and operation of company document control and records management policies, procedures, and facilities. These responsibilities include operating and maintaining active/inactive records, documents, and records systems (i.e., corporate document and records file centers, records retention center, micrographics and associated databases). This position requires a working knowledge of related company policies and procedures and familiarity with technologies impacting records, documents, and information control (e.g., systems housing hard copy, electronic data, microformats). This position works in an environment emphasizing teamwork, cross-training, efficiency, and continuous improvement. Although this position may perform a broad range of functions, no one position performs all of the typical duties described below.
Records Management/Document Control
Maintain controlled distribution lists for corporate and plant.
Collect or receive documents and records for controlled distribution or retention.
File documents, records, aperture cards, and drawings in accordance with established procedures and instructions.
Support and maintain satellite libraries.
Perform data entry utilizing various databases and software applications (e.g., various Passport applications, action tracking/corrective action database, text retrieval system, and other desktop applications such as Microsoft Office). Type of information entered may include: document/configuration control, record management, vendor code input, etc.
Create and run basic computer reports from various software applications.
Run established reports based on customer requests/needs and established schedules.
Ensure archival and interim storage records are accurately indexed, securely maintained, and dispositioned in accordance with approved procedures and instructions and approved state retention schedule.
Coordinate destruction of records including recycling or shredding.
Research, retrieve, and copy documents and records from various storage locations. This requires a good working knowledge of the various types of documents and records and knowledge of options (various parameters) available for search and retrieval.
Operate scanning and bar-coding equipment utilizing optical character recognition (OCR) software and performing text cleanup/correction for documents and records requiring retrieval through the electronic text retrieval programs.
Provide work package support by printing and assembling required documentation for maintenance work performed at CGS.
Operate and maintain microfilming equipment (e.g., 16mm rotary camera, 35mm planetary camera, processors, duplicators, archive writer, and aperture card machine).
Verify microfilmed products to determine if archival quality standards have been met.
Perform annual audit of archival microfilm to ensure that film has not degraded.
Provide input on equipment needs, and review purchase orders annually related to maintenance of microfilm equipment.
Knowledgeable of hazardous waste disposal and chemical handling compliance related to the microfilm operations.
Perform minor maintenance, coordinate repair and service of equipment, and order supplies and equipment.
Provide customer/user support, training, and work guidance/direction to personnel in the status verification of plant procedures, drawings, O&M; manuals, etc., and in the use of various databases.
Create desktop instructions, provide input to department instructions and procedures.
Accountable for work quality and personal adherence to instructions and procedures and for meeting established deadlines.
Make recommendations for improvements to processes.
Participate in departmental rotation and cross-training program to ensure that adequate backup is provided for the Records Management Specialist and the Distribution Specialist position descriptions. Perform associated duties as assigned to meet resource/business needs.
Ensure confidential, proprietary, and safeguards information is released only to authorized personnel. Maintain confidentiality of information used or viewed in performance of position responsibilities.
Perform as a member of Emergency Response Organization (ERO) in support of Emergency Preparedness.
Provide telephone backup for department personnel, responding to inquiries.
Provide other administrative and clerical support as directed.
REQUIRED EDUCATION & EXPERIENCE
High school diploma or GED is required. Requires six months of records management/database experience or one year
of Work-Based Learning (WBL) experience.
Equal Employment Opportunity
We are an Equal Opportunity Employer and do not discriminate due to race, color, age, gender, gender identity, sexual orientation, ethnicity, religion, national origin, veteran status or on the basis of disability.
EEO is the law, click here to learn more
This is a bargaining unit position and the pay rate is $16.70 per hour.
Posting open through
Full/Part Time:* Full-Time
Location:* Energy Northwest
Job Title:* Records Management Specialist
Job ID:* 6098
Mobile Mini, Inc.