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Manager - Document Control

3 months ago

Alexandria, United States ServiceSource Full time

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locations

Alexandria-VA

time type

Full time

posted on

Posted 9 Days Ago

job requisition id

2024-6924

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new opportunities ServiceSource is an organization of talented people who drive innovation, embrace change, and serve humanity. Job Summary Works under the general supervision of the Deputy Program Manager for Technical Support at the Mark Center in Alexandria, Virginia. This is a diverse position which includes document management, training, technical library administration and minimal general administration. Provides executive assistance to the Mark Center Base Operations Support (BOS) Program Manager and Deputy Program Managers. Primary Duties Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

These duties and responsibilities will be rated on the Annual Performance Review. Document Control Management: 50% Track and monitor updates for all contract required (Standard Operating Procedures) SOPs, internal procedures, and other key contract documents.

Work closely with functional area leads to ensure SOP & other reviews occur as required.

Also provide a quality assurance check for all document deliverables in terms of formatting, grammar, etc.

Responsible for properly routing SOPs (and other documents as required) for approvals and maintaining the official SOP file.

Establish and maintain a master calendar for contract deliverables (e.g., list of monthly reports, quarterly, annual, etc.).

Utilize document management software (e.g., Intellect) for the control and management of contract documents, primary person responsible for document management for the BOS team.

Training Administration: 20% Responsible for tracking and reporting on employee training programs for the Mark Center.

Ensure all (Service Source Incorporated) SSI and Government mandated training is conducted and reported for all Mark Center BOS contract employees.

Administrator for the government’s iCompass Learning Management System.

Track training attendance and maintain records and provide statistical reports as required.

Technical Library Management: 15% Maintain all files in the Technical Library. Search for and locate requested technical documents.

Ensure the library is complete and current.

Establish a ProjectWise account and become the point of contact for the Mark Center BOS Team ProjectWise System requests of various drawings and documents.

General Administrative Support: 15% Provide administrative support for the Mark Center Associate Vice President / Program Manager and the Deputy Program Managers. This includes maintaining updates to Mark Center BOS documents such as organizational charts and other pertinent documents; prepare and/or edit correspondence and presentations as required.

Organize quarterly town halls, holiday parties, and any other special activities as requested.

Conduct research, analyze data and assist in the preparation of internal and external reports and communications.

Review and summarize miscellaneous reports and documents; prepare documents and outgoing mail as necessary.

Additional Responsibilities Track training completion status and assist other supervisors and managers in arranging for training classes when required (e.g., bringing in a vendor to present a class; having SSI training department conduct a class on site at the Mark Center).

Monitor training requirements and certifications for subcontractors and vendors. Records must be current (i.e., no expired certifications or ratings).

Serve as the alternate for the Security Specialist when that person is absent. This doesn’t include all duties of the Security Specialist. The primary task is to assist BOS employees and vendors with their badges (i.e., CAC and PFAC).

Manage the parking request processes (permit, shift-work & vendor) for BOS employees to include tracking and maintenance of spreadsheets and files and updating of parking polices as required.

Process vendor parking requests for BOS vendors.

Support the BOS internal assessment (audit) program as an auditor. Training provided. This is an ancillary responsibility.

Establish and foster positive working relationships with co-workers and government personnel.

Perform other responsibilities as assigned.

Qualifications: Education, Experience, and Certification(s) Bachelor's degree required.

Five (5) or more years secretarial / administrative experience (secretarial training from an accredited institution may be substituted for some of the experience).

Experience with document management software is a plus.

Training and/or certification in document management is a plus.

Knowledge, Skills, and Abilities Typing speed 65 – 70 words per minute (wpm).

Ability to read, comprehend, interpret, prepare, edit, and revise letters, memos, and other documents.

Ability to work effectively as a peer to accomplish necessary work.

Ability to work with minimal supervision.

Effective internal and external customer relation skills; ability to participate in and respond effectively to sensitive inquiries.

Solid computer skills to include strong command of Microsoft Office suite software; and be proficient on document management software.

Exceptional organizational skills; manage and meet deadlines; plus manage and successfully complete multiple projects over the same period.

Attention to detail and high-quality standards.

Recognize opportunities for process improvements. Offer solutions to improve processes and problems.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to handle objects; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift or move office products and supplies, up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet. What We Offer

– for Benefit Eligible Employees May Include: Because ServiceSource hires the best people, we work hard to provide benefits that make their lives better, so we offer a comprehensive benefit program which features: Health coverage for you and your family through Medical, Dental, and Vision plans.

Financial protection with 100% company paid Disability, Life, Accidental Death & Dismemberment insurance.

A 403(b)-Retirement plan in which the company matches dollar for dollar on a generous percentage matching up to 3% of your contribution.

Tax advantages through Flexible Spending and Health Savings accounts that allow you to pay for specific healthcare and dependent care expenses with pre-tax dollars.

To help you manage your work and life needs, we offer an Employee Assistance Program, Wellness Program, and Tuition Assistance.

A generous paid time-off program in which the benefits increase based on your tenure with the company.

ServiceSource is committed to hiring and retaining a diverse workforce and building an inclusive workplace. We are an Equal Opportunity and Affirmative Action Employer, making employment decisions without regard to a person’s race, color, religion, sex (including pregnancy, sexual orientation, gender identity and transgender status), national origin, age (40 or older), veteran status, disability, or any other protected class.

We are an E-Verify Employer and a drug-free workplace. Pre-employment background checks are required for all employment positions. PAY TRANSPARENCY POLICY STATEMENT: The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information

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