Under the direction of the Quality Program Manager, the Document and Record Specialist shall provide direct support to all CCS Departments. The DRS shall maintain a controlled, efficient, user friendly environment within the Document Control Center (DCC) capable of providing document and record services to all of the departments on the project. The DRS shall provide services that include but are not limited to: producing professionally printed and bound documents; creating, controlling and managing company and project related documents; supporting the transfer and transmission of documents internally and to / from the customer; and ensuring documents and records are properly stored to secure access, enable proper distribution, preserve legibility, control versioning, facilitate efficient retrieval, and maintain compliance with contractual and company requirements.

Essential Duties & Job Functions:

• Provide full-service copy center functions including but not limited to copying, scanning, binding, laminating documents and cards, printing various documents, printing business cards, etc.
• Facilitate the creation of and/or create documents and templates for presentations, postings, duplication, and distribution across the project.
• Create professional printed and bound documents using various copy center equipment.
• Proofread and review documents to ensure proper spelling, grammar, and adequacy to convey intended information in professional manner.
• Proactively provide suggestions to improve the appearance, effectiveness, and reproducibility of documents.

• Provide document management support to both external and internal customers.
• Manage the document control process in accordance with procedures, instructions, and contractual requirements.
• Assist in creating, editing, formatting, and/or proofing various documents including forms, instructions, procedures, policies, etc. to ensure accurate, professional documents are created which conform to established templates and requirements.
• Facilitate the controlled document processes by assisting customers with process steps, providing needed forms, and communicating with document submitters, owners, and approvers to ensure documents are processed correctly and efficiently.
• Ensure controlled documents are properly approved in accordance with established processes prior to applying revision updates and releasing for use.
• Maintain controlled document revision information ensuring documents are properly identified, distribution / access is revision controlled, and document revision information is legible on documents prior to release.
• Maintain controlled document storage for internally created documents and documents of external origin, both physical and electronic, to prevent damage or data loss, control access, and to ensure only current revisions are available for use.
• Assist all departments on the project in retrieving information related to maintained equipment such as equipment manuals, parts lists, standards, building code, warranties, or other topics related to project work.
• Manage controlled document databases, websites, electronic and physical storage sites, metadata, etc. to ensure efficient retrieval of controlled documents and associated information.
• Facilitate the controlled document revision process by auditing revision histories and providing lists/reports of aged documents that require review to ensure their content is accurate and pertinent to current practices.
• Perform audits of controlled documents to ensure required approvals were acquired, revisioning information is accurate, proper storage medium and locations were used, and all metadata and tracking logs were used as required.

• Manage physical and electronic project related records, including records that are customer property, in accordance with established processes and contractual requirements.
• Maintain established record filing systems for both electronic and physical archives and log related record information into the applicable tracking database to expedite retrieval and ensure record accountability.
• Store records according to established processes to prevent damage or data loss, control access, preserve condition and legibility, and ensure efficient retrieval from electronic or physical archives.
• Ensure record retention periods are enforced and disposal of records is strictly performed in accordance with established processes to ensure compliance with company, regulatory, and contract requirements.

• Provide support for and perform document transfers to and from various systems in accordance with security and control processes.
• Provide access controlled native format documents to project personnel to facilitate revisions of controlled documents.
• Perform document submittals for contract data deliverable requirements.
• Create and manage the schedule, distribution lists, associated notifications / reminders, and delivery of contract data deliverables to include notification to deliverable owners of upcoming, impending, and late data deliveries.
• Notify the Quality Program Manager (QPM) and Quality Control Supervisor regarding the need for letters to accompany deliverables received by the DRS.
• Notify the Quality Program Manager and Quality Control Supervisor regarding impending deliverables to prevent late submittals of data deliverables.

• Serve as first point of contact in the Document Control Center (DCC) for external and internal customers to address all inquiries and ensure customers have the information necessary to resolve their document and record needs.
• Process miscellaneous documents and records such as communications, minutes, logs, submittals, RFI’s, etc. as directed.
• Provide training and support regarding DCC processes, as needed.
• Ensure adequate materials are available to perform all tasks in the DCC and provide requests for the procurement of needed materials to the QPM.

Mandatory:

• High school graduate or equivalent GED.
• At least three (3) years of experience in an administrative role that included both physical and electronic document and record management processes.
• At least three (3) years of experience using Microsoft (MS) Office Suite programs: Word, Excel, and Outlook.
• U.S. Citizenship.
• Ability to obtain and maintain the required intelligence community level clearance.
• Ability to pass pre-hire background and drug screen.
• Valid state driver’s license.
• Ability to lift 50 pounds.