Document Control and Records Specialist Lead 03874 NWSOL

Location: Richland, Washington
Title: Document Control and Records Specialist Lead
Schedule (FT/PT): Regular Full Time
Travel Required: No
Clearance: Ability to Obtain

North Wind Solutions is a Government contracting small business with operations at military and civilian installations across the United States. The company’s focus is facilities operation and maintenance, waste management and radiological services, security control and force protection, and environmental services.

POSITION PURPOSE:
The Document Control & Records Specialist Lead supports the Document Control scope and plays a crucial role in overseeing the organization's records and information management processes. This position reports to the department Manager and supports a diverse set of customers and projects within the Records Management Program. This position involves not only developing and implementing efficient systems for organizing, storing, and retrieving company records but also providing leadership and guidance to a team of records management professionals.

The Lead ensures a service-oriented Records Program meeting requirements as identified in procedures, NARA regulations, and DOE directives policies, establishes best practices, with a focus on leveraging technology to enhance efficiency and compliance.


ESSENTIAL DUTIES AND RESPONSIBILITIES:
Document Control Scope:

• Lead the Document Control team in providing services for the identification, preparation, review, approval, issuance/release, distribution, use, and revision of controlled documents in support of the Hanford site.
• Ensure adherence to Hanford Site requirements and procedures for document control, configuration control, and records management. Translate requirements to provide customer service and guidance to all site contractors supporting site document control requirements.
• Utilize expert knowledge and experience in records management and document control fundamentals to facilitate effective communication between the Document Control team and customers.
• Review and track daily attendance of team and report any issues to department Manager.
• Track, review, and report performance metrics of team, update as needed.
• Coordinate and support on deliverables and ensure delivery to management team in a timely manner.
• Develop, implement, and update desk instructions and training material, as needed.
• Partner with system administrators on system upgrades or maintenance issues, escalate and report finding to department Manager.

Leadership and Team Oversight:

• Provide leadership and direction to a team of records management professionals under the supervision of the department Manager.
• Foster a collaborative and efficient work environment, ensuring team members are aligned with organizational goals.

Develop and Implement Records Management Policies:

• Design and implement records management policies and procedures to ensure compliance with legal and regulatory requirements.
• Work with key stakeholders to establish guidelines for document classification, retention, and disposal.

System Implementation and Maintenance:

• Lead the implementation and maintenance of records management systems to efficiently organize and store information.
• Train and mentor team members on proper records management practices and ensure the effective use of record-keeping tools.

Compliance and Risk Management:

• Stay up to date of relevant laws, regulations, and industry standards related to records management.
• Conduct periodic audits to ensure compliance with established policies and mitigate potential risks.

Collaboration and Training:

• Collaborate with departments across the organization to understand their record-keeping needs and provide solutions.
• Conduct training sessions for both the team and other staff on records management best practices and the proper use of record-keeping tools.

Records Retrieval and Disposal:

• Establish processes and desk instructions for the efficient retrieval of records when needed.
• Oversee the secure disposal of records that have reached the end of their retention period.

Performance Management:

• Work with Management on identifying performance expectations and goals for team members. Provide regular feedback to team members and management.
• Identify opportunities for profe