Senior Document Specialist

This position is located on Quantico Marine Base and will require daily, on-site support. The Senior Document Specialist will support the customer in achieving program directives. The candidate will use a content management system to support organizational/business improvement processes and program audits/evaluation. Duties will involve participating in organizational assessments, offering expert advice, and assistance in records management functions such as collection, storage & maintenance, retention & disposition, and preservation. Activities will include participating in beta testing, conducting analyses, creating reports, and documenting any proposed development or implementation efforts. These tasks will focus on identifying, collecting, ingesting, organizing, accessing, and preserving the administrative, descriptive, and structural metadata related to organizational records.

Support should comply with the Federal Electronic Records Management Modernization Initiative (FERMI), National Archives and Records Administration (NARA) efforts to standardized records functions, policies and procedures towards compliance with Federal mandates to manage all permanent records in a digital format and achieve organizational program objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Requirements of this role include, but are not limited to:

• Perform end user functions in the customer’s collections management system to access and process organizational records stored on local and/or cloud servers, as well as SharePoint Site Collections.
• Apply enterprise processes and technologies to capture, store, organize, share, and control organization records.
• Provide web management, administrative guidance and support for Records Management Phase II of Electronic Records Management migration, SharePoint Online Document Library.
• Develop strategies to leverage record copies of historically valuable records for identification and transfer to the organization.
• Serve as a member of IT liaison team between Archives staff and the Network Administrator to support the integration of the content management system with Records Management Phase II SharePoint Online Document Library.
• Develop standard operating procedure (SOP) and implement continuous process improvement techniques to improve mission and business processes for the automatic data ingest from SharePoint Site Collections and local network locations to Content Manger.
• Provide advice, assistance, and written recommendations for leveraging Content Manager’s underutilized features such as geo-locations, web client, web and XML publishing, and record requests; test, evaluate, and submit recommendations for improvement and update of business process in these areas.
• Evaluate the utilization of automatic information technology, such as Artificial Intelligence (AI) to execute the full range of records management on born-digital and digitized archival material according to archival standards and best practices.
• Coordinate with the Archives staff to write and maintain technical documentation on Microsoft SharePoint and One Drive integration to include refinement and automation of regular processes, issues tracking, and document changes.
• Meet regularly with archival staff, perform quality control checks on databases and enact measures to maintain the database integrity in terms of metadata accuracy and digital asset management, development of work plans for correcting and cleaning of metadata entry and digital asset errors as necessary.
• Provide training related to Phase I Programmatic Management of Command Records Management, the Command Records Operational Support Site (CROSS).
• Evaluate the full implementation of newly developed business processes, to include internal controls and workflows, identifying inefficient and ineffective factors, and processes affecting outcomes, provide recommendations for improvement as appropriate.
• Perform quality checks on functionality, display and searchability of records within the database, trouble shoots issues and work with application developers to implement and support best practices when interacting with databases.
• Ensure high levels of performance, availability, sustainability, and security; analyze, solve, and correct issues in real time.
• Assist in the management of access controls for authorized individuals and protect records through the application of security levels and caveats which lowers data security and privacy risks with data identification, masking, redaction, and defensible disposal thus balancing requirement to provide access while mitigating exposure.

REQUIRED SKILLS AND EXPERIENCE:

• Must be a U.S. citizen.
• 5+ years of experience working in documentation, technical writing, archives, records management, or a similar field.
• 5+ years of experience supporting multiple projects, handling digital and physical archives, including preservation, arrangement, and description of collections.
• Experience with historical records, government documents or corporate archives.
• Experience in managing documentation projects from start to finish, including planning, drafting, reviewing, and publishing content.
• Strong understanding of archival theory and practices, including cataloging, maintenance, and archival category standards.
• Experience in writing technical manuals, user guides, product documentation, training materials, or process documentation.
• Proficiency with archival software, Adobe, M365/SharePoint, and content management systems.
• Experience using version control tools for managing documentation updates.
• Knowledge of metadata standards and records management practices.
• Familiarity with digital preservation techniques and technologies, including digitization of physical collections.
• Understanding of database management and the use of tools for cataloging and indexing collections, knowledge of document versioning, templates, and formats, including digital and print documentation.
• Knowledge of Federal records retention policies, NARA standards and protocols for managing records electronically and deploying electronic records management requirements; ability to read, interpret, and apply Federal policy, directives and regulations.
• Strong organizational and leadership skills to manage archival collections and oversee the work of junior archivists or assistants, experience in collaborating with cross-functional teams.
• Excellent communication skills, both written and verbal demonstrating confidence when speaking/presenting and collaborating with stakeholders.
• Attention to detail, ability to work independently and prioritize workload with minimal input or supervision.

REQUIRED EDUCATION:

• Bachelor’s degree English, Communications, Technical Writing, Information Technology, Computer Science, or a related field.in Library Science, Archival Studies, History, Information Management, or a closely related field.
• Specialized training in documentation, technical communication, or instructional design

PREFERRED QUALIFICATIONS:

• Master’s degree preferred
• Certified Records Manager (CRM), Digital Preservation, or Certified Information Management Professional (CIMP)
• Certifications in Project Management (PMP) or agile methodologies

ABOUT HARTWOOD:

We are a Small Business Administration (SBA)-certified 8(a) and Service-Disabled Veteran-Owned Small Business (SDVOSB/VOSB), founded in 2007. Our track record of success spans over 16 years. We are proven to drive change and deliver quality results for our customers. Our team of highly certified experts know how to collaborate as a team to make our customers successful. We can anticipate challenges and help prepare our customers for the future.

As a company, we strive to make a difference every day We provide business consultation, innovative services, and technical solutions to the Federal Market. With a people-centered approach and commitment to service delivery with excellence, Hartwood is a diverse group, passionate about what we do. We strongly value integrity, excellence and effectively working together.

Our highly certified experts know how to collaborate and work together as a team to make our customers successful. We are a fully remote company, which means less time commuting to the office and more flexibility in the work environment to support work/life balance. We offer competitive compensation, paid time off (PTO), 11 paid holidays and a comprehensive benefits package that includes generous employer contributions to medical plans, employee health savings accounts, life, and disability insurance plans and up to a 4% employer match to 401(k) plans. Visit www.hartwoodcg.com to learn more.

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