Document Control & Records Specialist IV

This position is responsible for a variety of tasks within the Records Management organization. This position supports a diverse group of customers and projects within the Records Management Program. The incumbent works directly, both independently and as part of a team, with customers to understand existing information and records management processes, procedures, and tools. This role remains cognizant of applicable site procedures and ensures strict adherence to all requirements.

The specialist provides support for a compliant, cost-effective, and service-oriented Records Management Program that meets customer requirements, National Archives and Records Administration (NARA) regulations, and Department of Energy (DOE) directives. The position also assists with other tasks as determined necessary to support contract needs and provides excellent customer service to site contractors and the Department of Energy.

• Provide document control and records management support to requesting organizations.
• Serve as a recognized authority and SME on Records Management requirements, including desk instructions, site procedures, federal regulations, and NARA requirements.
• Participate in, advise and assist records custodians, inventory coordinators, managers, and customers regarding Records Management Program requirements.
• Collaborate with customers to develop strategies and improve records lifecycle management processes.
• Implement process improvements and report results.
• Evaluate, develop, deploy, and support manual and automated records capture processes using standard site software.
• Review Hanford information to determine Controlled Unclassified Information (CUI) classifications.
• Identify, prepare, review, approve, issue, release, distribute, use, and revise documents and records generated in support of Hanford work.
• Monitor and assign incoming records to support workflow management, task coordination, and timely processing.
• Understand work performed across the organization and recommend improvements and solutions.
• Recommend revisions to new or existing Records Management policies and procedures.
• Design and provide work-related reports requested by management and customers.
• Conduct assessments and support non-routine activities in accordance with established Records Management procedures.
• Perform work in compliance with HMIS procedures and safety requirements, including HGET and HMIS GET training requirements.
• Contribute creative solutions and new perspectives to support continuous improvement across the organization
• Perform work in compliance with HMIS procedures and safety requirements, including HGET and HMIS GET training requirements.
• Perform other duties as assigned by leadership.

• Develop estimates to perform Document Control and Information Clearance work for the Department of Energy and other Hanford contractors.
• Determine methods and procedures for new assignments.
• Provide Records Management and systems-related training and guidance in both classroom and one-on-one environments.
• Serve as the point of contact in the absence of the lead.
• Act as the primary trainer for the Document Control and Information Clearance team.
• Perform audits and ensure compliance with desk instructions, Records Management requirements, and Engineering procedures.
• Maintain cross-training in other organizational areas and provide support at leadership's discretion.
• Lead projects across the Records Management organization.
• Perform audits to ensure records and personnel comply with established quality standards and procedural requirements.

• Release of engineering packages, drawings, submittals, and project documentation.
• Review and release of public information.
• Review of OUO/CUI material.
• Publish records to the Administrative Record.
• Performance of required document distribution activities.

• Document Management and Control System (DMCS)
• Smart Plant Foundation (SPF)
• Hanford Document Numbering System (HDNS)
• Integrated Document Management System (IDMS)
• Records Management Access Portal (RMAP)

• Effectively communicate, both verbally and in writing, with team members, management, and customers.
• Demonstrate strong organizational skills, attention to detail, and the ability to manage large volumes of documentation with effective…