Document Control Coordinator / Records Specialist at Akima, LLC in Knoxville, Tennessee

Job Description:

Akima Infrastructure Services (AIS) specializes in obtaining hard-to-find, highly skilled personnel for the Department of Energy Management and Operating (M&O) prime contractors. Additionally the company provides state-of-the-art, flexible Distance Learning platforms to military and civilian organizations utilizing the latest technologies and instructional platforms. Our personnel enjoy competitive benefits packages and challenging roles in work environments committed to safety, diversity and opportunity for career growth.  As an Alaska Native Corporation (ANC), 100% of our company’s profits go back to our more than 14,000 Iñupiat shareholders that have resided near and above the Arctic Circle for more than 10,000 years. Our business helps support their way of life and contributes to the survival of a culture that has thrived in a challenging environment.

Akima Infrastructure Services, LLC (AIS), is actively seeking a Document Control Coordinator/Records Specialist as part of our staff augmentation team supporting the Department of Energy at Oak Ridge National Laboratory (ORNL).

Successful candidates will be employees of AIS, a premier government contractor charged with employing highly motivated and well-qualified personnel who can advance ORNL’s mission of delivering scientific discoveries and technical breakthroughs needed to realize solutions in energy and national security and provide economic benefit to the nation. Though employed by AIS, the employee will take day-to-day direction and assignments from ORNL Communications staff employed directly by the research laboratory. Pay, benefits, Human Resources, and Employment Management functions are provided by AIS.

Qualified applicants must be a US citizen, at least 18 years of age, and able to meet pre-employment requirements including any required physicals, drug screen, and/or background investigation to satisfy clearance requirements from the Department of Energy.

Essential Duties:

This position will be assigned to the ECP Information Technology/Quality Manager and will be responsible for supporting the development, management, reporting, and continuous improvement of ECP document control and record management processes and systems. The ideal candidate is highly organized, extremely detailed oriented, self-driven, and proficient with document control and record management processes and systems.

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  Support the lifecycle management of documents and records from creation through retirement.

  
  


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  Work with stakeholders to gather document and record management process and system requirements.

  
  


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  Use stakeholder requirements to assist in the development of document and record management system features (e.g., user interfaces, workflows) and develop workflow procedures.

  
  


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  Support the effort to determine document and record management policies to facilitate efficient, compliant, and secure access to electronic content.

  
  


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  Prepare support documentation and training materials for end users of document and record management systems.

  
  


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  Monitor the enterprise document management and record management requirements and best practices and flow into the ECP procedures and systems.

  
  


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  Collaborate with the enterprise teams (e.g., records, document control, quality, information protection, export control) to ensure compliance to federal, state, local, and laboratory requirements.

  
  


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  Provide input into the review, editing, and approval process for ECP documents in preparation for internal and external project reviews.

  
  


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  Gather, compile, validate and report on ECP’s leadership computing facility usage metrics and other performance metrics (e.g., document request times, overdue documents, average review time, users trained on documents, etc.).

  
  


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  Maintain ECP reporting systems (e.g., dashboards, business intelligence tools), streamline data collection, and standardize reporting formats/intervals. Collect, compile, and distribute monthly reports as directed by ECP processes and procedures.

  
  

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  Participate in assessments to evaluate ECP processes and implement corrective action from initiation through closure

  
  

Essential Qualifications, Skills, Knowledge, and Abilities:

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  Effective use of interpersonal and organizational communication skills, both written and verbal

  
  


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  Ability to work in a team setting, handle complex multi-task environments, and adhere to ECP procedures and processes.

  
  


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  Desire to work with large, complex projects with a dynamic and ever-changing environment

  
  


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  Excellent written and oral communication skills

  
  


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  Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory 

  
  

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  Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs

  
  

Education and Experience:

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  High School diploma and a minimum of 2 years of relevant experience

  
  

Preferred Qualifications:

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  Bachelor’s degree in a related science discipline

  
  


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  A minimum of 5 years of experience with the Microsoft Office Suite of tools (Word, Excel, PowerPoint) and MS SharePoint. Familiarity with Atlassian Confluence is strongly desired.

  
  

Special Requirements:

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  Pre-employment Drug Screen - External applicants selected for this position are required to successfully complete a post-offer, pre-employment drug test.

  
  


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  Medical Exam(s) - Job related pre-placement medical examinations may be required for this position.

  
  


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  This position may require the ability to obtain and maintain a clearance from the Department of Energy. If determined as such, this position would be identified as a Workplace Substance Abuse (WSAP) testing designated position. WSAP positions require participation in an ongoing random drug testing program in addition to the pre-employment drug screen.

  
  

The duties and responsibilities listed in this job description generally cover the nature and level of work being performed by individuals assigned to this position.  This is not intended to be a complete list of all duties, responsibilities, and skills required.  Subject to the terms of an applicable collective bargaining agreement, the company management reserves the right to modify, add, or remove duties and to assign other duties as may be necessary.  We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.

AN EQUAL OPPORTUNITY EMPLOYER

We are Equal Opportunity Employers. Prospective employees will receive consideration without discrimination because of race, color, religion, creed, gender, national origin, age, disability, marital status, protected veteran, sexual orientation, or any other legally protected status.

We are committed to Equal Employment Opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities.  If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position please contact, Recruiting Services at job-assist@akima.com or 571-353-7053.  The dedicated email and telephonic options above are reserved only for individuals with disabilities needing accessibility assistance.  Please do not use the dedicated phone number above to call on the status of your job application if you do not require accessibility assistance or an accommodation.  Reasonable accommodation requests are considered on a case-by-case basis.

In order for our company to stay compliant with government regulations, please apply on line. Please DO NOT email resumes or call in lieu of applying online unless you have a physical and/or mental disability and need assistance with the online application.