Doc. Control & Records Mgt. Specialist

POSITION SUMMARY

The Document Control/Records Management Specialist provides support to the Document Control and Records Management Department by performing all functions related to document control and records management.

• Assures procedures are in place to classify and maintain records.
• Creates and maintains organized, consistent, complete, and accurate files.
• Ensures a controlled documentation system, record retention, and information services including electronic records retention processes in accordance with regulatory requirements.
• Ensures compliance to the requirements from regulatory agencies.
• Ensures compliance with applicable requirements and standards.
• Executes the Document Control program with a high level of independence.
• Formats procedures using templates and performing proofreading as needed.
• Guides internal customers through the document control process.
• Identifies and implements process improvement initiatives.
• Identifies submission components, communicate documentation standards and coordinate assembly of regulatory dossiers.
• Implements the procedure lifecycle process, including initiation, review, and issuance with a focus on customer service, timeliness, precision, and accuracy.
• Interprets and enforces all documentation formatting, standards, policies, and operating procedure requirements.
• Maintains the technical and non-technical documentation change system.
• Maintains updated status of assignments in tracking logs/files.
• Performs data entry to index documents and/or records, preparing documents/records for scanning, and performing scanning and related tasks.
• Performs multiple, simultaneous tasks and ensuring completion in a fast-paced environment through proper time management and prioritization.
• Processes incoming and outgoing documents/records, managing document/record reviews, and tracks actions to closure, including managing DCRM email in-boxes as requested.
• Processes records submittals, including receipt, transfer, and storage of hard-copy records.
• Processes, researches, uploads, and retrieves documents and records using Documentum and other applications as needed.
• Provides exceptional customer service.
• Provides guidance, support, and recommendations to customer organizations on procedures, processes, and applications.
• Resolves issues or challenges associated with DCRM processes and products.
• Performs other duties as required.

• Level 1: A Bachelors degree with at least one (1) years of related experience. However, a combination of education and relevant experience wherein the knowledge, skills, and abilities to perform the position's duties and responsibilities have been adequately demonstrated is acceptable.
• Level 2: A Bachelors degree with at least three (3) years of related experience. However, a combination of education and relevant experience wherein the knowledge, skills, and abilities to perform the position's duties and responsibilities have been adequately demonstrated is acceptable.

• General knowledge of principles, concepts, techniques, and best practices in document control/records management requirements.
• Skill at the expert level within a specialty and viewed as highly competent within the broad discipline, both internally and externally.
• Ability to communicate effectively at the highest levels.
• Ability to display integrity and ethics in handling confidential information.
• Ability to effectively convey thoughts clearly and concisely, both verbally and in writing, to diverse audiences.
• Ability to identify and implement changes to improve work processes.
• Ability to interface with internal customers.
• Ability to meet the level of language skills, mathematical skills, communication skills, reasoning ability and computer skills necessary to perform essential functions of the job.
• Ability to organize own work independently in order to meet established objectives, using discretion in performing duties.
• Ability to perform complex professional tasks independently and to analyze and develop innovative solutions to problems.
• Ability to train and mentor others.
• General knowledge of principles, concepts, techniques, and best practices in document control/records management requirements.
• Skill in Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Adobe suite.
• Ability to contribute functional expertise to organizational initiatives and communicate effectively.
• Ability to develop and lead projects, including defining scope, objectives and methods.
• Ability to display integrity and ethics in handling confidential information.
• Ability to effectively convey thoughts clearly and concisely, both verbally and in writing, to diverse audiences.
• Ability to identify and implement changes to improve work processes.
• Ability to interface with internal customers.
• Ability to lead cross-functional project teams.
• Ability to meet the level of language skills, mathematical skills, communication skills, reasoning ability and computer skills necessary to perform…