Document Operations Specialist

Company Description

Join us and make YOUR mark on the World!

Are you interested in joining some of the brightest talent in the world to strengthen the United States’ security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.

We are dedicated to fostering a culture that values individuals, talents, partnerships, ideas, experiences, and different perspectives, recognizing their importance to the continued success of the Laboratory’s mission.

Pay Range

$79,380 - $97,200 Annually for the A07.1level

$91,320 - $111,840 Annually for the A07.2 level

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage.  An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Job Description

We have openings for Document Operations Specialists to support Records Management in the Document Management Center (DMC). These positions will support the Superblock nuclear complex, the High Explosives Application Facility (HEAF), and/or Site 300 facilities. You will manage facility documents and records in accordance with LLNL Institutional Procedure PRO-0207, DOE Order 243.1C and all other LLNL, DOE and ES&H requirements. You may also serve as additional support in the areas of document control and procedure management. These positions are in the Strategic Deterrence (SD) Directorate.

These positions may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options, may vary based on the needs of the team and the organization. 

These positions will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

In this role you will 

• Working across functional areas, facilitate the collection and management of facility records including accountability, cataloging, processing, inventory, retrieval, and distribution of documents. 
• Ensure data input accuracy and format compliance of records documentation using multiple web-based applications, including auditing legacy metadata entry against physical records.
• Perform search and retrieval activities of electronically managed information, using database applications and physical document searches in local record storage areas, to locate archival records in support of facility management, engineers, administrators, operators, and mechanical technicians. Utilize designated Electronic Document Management Systems (EDMS) and ensure compliance with access controls.
• Archive facility documents and drawings using production and large format scanners, moving data from various media to LLNL databases. Prepare records for digitization and coordinate with Records and Information Management Team (RIM) for records that cannot be digitized.
• Electronically track and authenticate hardcopy-controlled documents, including assignments to document custodians, ownership transfers, returns, change packages, destruction, and reissues. and issuance.
• Participate in annual Record Series Inventory and support records inventory audits, readiness assessments, and compliance inspections.
• Manage requests to process documents through the LLNL Information Management system for wider release and ensure proper marking and secure handling of Controlled Unclassified Information (CUI), Unclassified Controlled Nuclear Information (UCNI), and Personally Identifiable Information (PII), following LLNL and DOE procedures.
• Maintain access and training for secure / restricted areas of assigned facilities.
• Perform other duties as assigned.

Additional job responsibilities at the A07.2 level

• Monitor records management activities for compliance with requirements, including retention schedules and disposition, and provide input for metrics on records management activities as requested by management.
• Interface with, and serve as a resource for, external customers regarding document control practices, records management, and configuration management, including onboarding/offboarding, user training, and education on requirements. 
• Identify and implement actions for improvement in the are