Document Management Specialist

WHO WE ARE

We are the Metropolitan Council, the regional government for the seven-county Twin Cities metropolitan area. We plan 30 years ahead for the future of the metropolitan area and provide regional transportation, wastewater, and housing services. More information about us on our website.

We are committed to supporting a diverse workforce that reflects the communities we serve.

Metro Transit is one of the country's largest transit systems, employs more than 3,000 people, and provides more than 80 million rides a year through an integrated network of buses, light rail and commuter trains, as well as resources for those who carpool, vanpool, walk or bike in the Twin Cities.

The Document Management Specialist will lead and coordinate document and records management supporting Transit Facilities. This position ensures that operational, technical, and project documentation is organized, accessible, and managed in accordance with Metropolitan Council standards. The role develops and maintains digital technical libraries for Facilities Maintenance and oversees the collection and management of construction project closeout documentation.

This posting will establish a six (6) month eligibility pool for current and future openings.

• Design, develop, and maintain SharePoint libraries and document management solutions to support Facilities Maintenance operations and improve information accessibility.
• Coordinate collection, organization, and storage of project closeout documentation, including as-built drawings, warranties, contracts, maintenance manuals, and procurement records.
• Support implementation and administration of enterprise Standard Operating Procedure management systems to establish standardized document management practices.
• Maintain Facilities Maintenance SharePoint intranet content and assist with shared drive organization, permissions management, and document migration efforts.
• Collaborate with Facilities Maintenance, Engineering & Construction, and Real Estate teams to improve records management efficiency, transparency, and accessibility.
• Conduct research and information retrieval activities, including locating warranties, agreements, property records, and other operational documentation.
• Review and digitize hardcopy records, establish digitization priorities, and ensure compliance with Enterprise Content Management standards and retention schedules.
• Provide guidance, training, and support for SharePoint, Microsoft Teams, records retention, Standard Operating Procedure templates, and document management best practices.

Any of the following combinations of experience (working in a library, content management or other electronic technical document management environment) and completed education (in Library Science, Information Management Technology, Business Administration, Communications, English, or directly related field):

• High school diploma/GED with five (5) years of experience
• Associate's degree with three (3) years of experience
• Bachelor's degree with one (1) year of experience

• Experience with public sector, construction and/or transportation document management.
• Experience with App Enhancer, Standard Operating Procedure management tools, SharePoint, MS Visio, Enterprise Asset Management or Enterprise Resource Planning systems.
• Knowledge of facilities or construction documentation, files, record drawings, GIS.
• Experience with local, state or federal document management requirements.
• Ability to promote an equitable, positive, and respectful work environment that values cultural and diversity among all employees.

• Knowledge of electronic document management systems.
• Knowledge of agency programs to effectively develop collections and provide users with relevant information resources.
• Knowledge of product issues and trends related to…