Document & Records Control Specialist (Los Alamos, New Mexico)

Project Time & Cost, LLC (PT&C) is an international project management and construction management firm, headquartered in Atlanta, GA, USA.

 

PT&C has an exciting opportunity for a Document & Records Control Specialist in Los Alamos, NM. 

The Document & Records Control Specialist will perform document control functions and activities related to establishing design/construction documentation and processing capital asset construction project records and documentation. Responsibilities include:

  • Maintaining active and archived construction records according to record retention and destruction policies.

  • Releasing and maintaining internal procedures, forms and training courses.

  • Conducting data research, data analysis, and audits for assigned project(s).

Typical Records Management Duties:

  • Assist with maintaining the NNSA Records Management System, including the maintenance and management of active and archived records.

  • Establish and manage baseline control for NNSA and USACE construction project documentation on assigned project(s).

  • Maintain organizational security and confidentiality of information.

  • Release and archive NNSA and subcontractor documents as defined by the respective Federal Project Directors and the CMRR PMO engineering control process.

  • Maintain strict version control of all documentation.

  • Participate in configuration control boards for managing and documentation changes.

  • Maintain document and records subsystem(s) that provide the following document/record services: access control, version control, baseline establishment, change tracking, and configuration status accounting.

  • Periodically assist staff with requests to locate and retrieve information.

  • Maintain master lists for active and archived construction project records.

  • Perform audits of documentation against master lists and reconciliation of checked-out documents.

  • Create and maintain certain construction line item documentation masters, document control system data elements, and bill of material structures from NNSA/USACE/subcontractor documents and Engineering Bill of Materials/Computer Aided Design document compare results.

  • Review and incorporate engineering change orders using the USACE Engineering Control system and network data locations.

  • Participate in meetings, on teams, and in document and record audits and special project assignments.

  • Assist in the training of internal users on records management systems and processes.

  • Assist in the formulation, implementation and review of records management policies and procedures.

  • Assist in the development, implementation and review and support training of an Electronic Document Management System.

  • Participate as a member of the Records Management Team in innovative and creative ways while providing courteous, efficient and professional service.

  • Assist with administrative duties as required.

Judgement and Decision Making:

  • Guidance and advice is always available from senior employees.

  • The nature of the work encompasses existing methods, procedures and processes; however, the position will require an ongoing improvement of these processes.

  • The continual application of problem solving skills will be involved in meeting customer needs.

  • Ability to promptly deal with all enquiries or accurately re-direct enquiry where appropriate.

Specialist Skills and Knowledge:

  • Knowledge of Records Management standards and legislation relating to the current trends and management of records within a medium sized organization.

  • Demonstrated use of an Electronic Document Management System (EDMS) would be desirable.

  • Broad knowledge of all services and officers responsible for providing those services.

  • Sound knowledge of customer service principles.

  • Proficient in the use of computers and computer software relevant to the position.

Management Skills:

  • Ability to work with minimum supervision.

  • Ability to plan and manage time effectively and prioritize workload, particularly in being able to manage multiple inquiries simultaneously.

Interpersonal Skills:

  • Oral communication skills of an order sufficient to communicate clearly and effectively with staff and clients.

  • Well-developed problem-solving skills.

  • Ability to work as part of a team.

  • Ability to deal with all customers, some who could present with verbal behavior that is challenging and address their concerns in a professional and courteous manner.

Qualifications and Experience:

  • MUST BE A U.S. CITIZEN

  • Must be a resident of the Los Alamos, NM area or be willing to relocate.

  • Bachelor’s degree from an accredited college or university required (Library Science, Business preferred) or a combination of education and experience that provides the applicant with knowledge equivalent to a major in such fields.

  • 3-5 years of relevant experience is desired. Any satisfactory equivalent combination of education and experience which demonstrates the knowledge, skills and ability to perform the above described duties will be considered. 

  • Experienced with Microsoft Office products.

  • Candidates with experience in the planning and conduct of Physical and Functional Configuration Audits for systems and products are preferred.

  • Candidates with experience with industry accepted document/record control tools are preferred.

Project Deliverables:

  • Weekly Correspondence, Reports and Documents Log – A weekly report, prepared through log sheets (logs of method statement, log of drawings, log of material submittal, etc., updated regularly), indicating the revisions, status and approvals of the documents. A separate file of records of transmittal including the attached document should be made

  • Monthly Submittal Log – Monthly Submittal Register – drawings, material submittals, inspection requests, method statement including ITP and checklist, pre-qualification letters, and specifications – when a project is in design, construction, and test & turnover. The Submittal Register will be recorded to the respective log sheet and be submitted to USACE once signed off by a project manager or technical manager.

  • Provide updates to weekly construction status meetings as designated by the CMRR PMO Director.

 

Benefits:

  • Paid Time Off (PTO) – Employees begin accruing at the rate of 20 days per year. PTO begins accruing immediately on your first day of employment with PT&C. 

  • Paid Holidays – In addition to the PTO, there are 8 paid holidays: New Years, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Eve and Christmas.

  • Insurance – PT&C provides major medical, dental and vision at a reasonable cost. Life insurance is company paid and additional life insurance is available for purchase.

  • Matching 401(k) – Employees are eligible immediately. You may contribute 6% of your salary and PT&C will match the first 6% with 3% or $.50 on the dollar. You may also contribute more than 6%.

 

For immediate consideration, please email your resume to arlen.crawford@ptcinc.com or call Arlen Crawford at 404-782-8455.

You must have United States citizenship to be eligible for this position.

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