Document Management Specialist

Document Management Specialist

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.

How your work would contribute to our organization and the Twin Cities region:

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.

What you would do in this job:

• 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.

What education and experience are required for this job (minimum qualifications):

• 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

What additional skills and experience would be helpful in this job (desired qualifications):

• 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.

What knowledge, skills and abilities you should have within the first six months on the job:

• 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 content management technology.
• Knowledge or become familiar of Standard Operating Procedure management tools such as Arbor Text/ Windchill/ Titania.
• Knowledge of problem solving and resolution skills.
• Knowledge or become familiar of document storage systems such as E-builder or App Enhancer.
• Skilled in the use of print and on-line information resources.
• Skilled in Microsoft products such as SharePoint, Word, Visio, Excel, Power Point
• Strong organizational skills including detail and accuracy.
• Ability to work both collaboratively and independently depending upon needs; self-motivated.
• Ability to problem solve issues.
• Ability to build and maintain collaborative working relationships with support staff, technical professional staff and management.
• Ability to manage multiple projects.
• Ability to lead cross departmental teams.
• Ability to learn new tools such as Power Automate.

What you can expect from us:

• We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area.
• We encourage our employees to develop their skills through on-site training and tuition reimbursement.
• We provide a competitive salary, excellent benefits, and a good work/life balance.
• Career advancement…