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POSITION SUMM ARY: 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. MAJOR DUTIES & RESPONSIBILITIES:
Include, but are not limited to:
- 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.
EDUCATION & EXPERIENCE:
- 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.
KNOWLEDGE, SKILLS, & ABILITIES:
- 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 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 perform duties and tasks that are varied but standardized.
- Ability to resolve routine questions and problems while referring more complex questions to higher levels.
- Ability to train and mentor others.
- Ability to work within assigned objectives and independently organize own work to meet established objectives, using discretion in performing assigned duties.
BUSINESS ASSOCIATION: LEVEL 1: Contacts are primarily with immediate supervisor and other personnel in the section or group. LEVEL 2: Frequent internal company and external contacts. Represents organization on specific projects. IMPACT: LEVEL 1: Contributions are usually limited to task-related activities. Errors do not typically have a major effect on the organization. LEVEL 2: Contributes to the completion of organizational projects and goals. Errors in judgment or failure to achieve results would normally require a moderate expenditure of resources to rectify. WORKING CONDITIONS & PHYSICAL REQUIREMENTS:
- Individuals must be able to perform the essential functions of the job with or without reasonable accommodation.
- This position works in an office environment with low noise level due mostly to office equipment.
- While performing the duties of this job, the employee is regularly required to sit, walk, stand, and occasionally climb or balance, squat, stoop, twist, turn, push, pull, kneel, crouch, crawl and reach with hands and arms.
- This position frequently must lift and/or move up to 10 pounds and infrequently must lift and/or move up to 20 pounds.
- Maintains required safety, security and operational training; assure procedural and regulatory compliance; make safety, security and quality an integral part of every task; including stopping
- work if job is unsafe or compromises security.
ADDITIONAL QUALIFICATIONS:
- Maintains required safety, security and operational training; assure procedural and regulatory compliance; make safety, security and quality an integral part of every task; including stopping work if job is unsafe or compromises security.
- This position will ensure all activities and operations are performed in a safe and deliberate manner to include protecting the confidentiality and integrity of Personally Identifiable Information (PII).
We are an Equal Opportunity Employer and we do not discriminate based on race, color, religion, national origin, sex, disability, sexual orientation, or age. Newport News Nuclear BWXT Los Alamos (N3B) performs the 10-year, $2.1 billion Los Alamos Legacy Cleanup Contract for the U.S. Department of Energy, Office of Environmental Management, Los Alamos Field Office. N3B is a limited liability company owned by Huntington Ingalls Industries (HII) Nuclear and BWX Technologies, joined by our critical subcontractors Longenecker and Associates and Tech2 Solutions. N3B brings operational discipline, proven approaches, and predictable results to the Los Alamos Legacy Cleanup Contract.
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N3B Los Alamos, LLC
Feb 10, 2026