Senior Document Specialist

1 week ago

DuBois, Pennsylvania, United States TNDA Technologies Inc. Full time
About the Role

We are seeking a highly skilled Senior Document Specialist - Content Manager to join our team at TNDA Technologies Inc. as a key member of our documentation and records management team.

Key Responsibilities:
  • Organizational Assessments and Expert Advice: Participate in organizational assessments and provide expert advice on records management functions such as collection, storage & maintenance, retention & disposition, and preservation.
  • Content Management System Support: Use a content management system to support organizational/business improvement processes and program audits/evaluation.
  • Record Management Strategies: Develop strategies to leverage record copies of historically valuable records for identification and transfer to the organization.
  • IT Liaison and Integration: Serve as a member of the 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.
  • Process Improvement and SOP Development: 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 Manager.
  • Content Manager Utilization: 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.
  • Artificial Intelligence and Automation: 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.
  • Technical Documentation and Training: Coordinate with the Archives staff to write and maintain technical documentation on Microsoft SharePoint and One Drive integration.
  • Database Management and Quality Control: 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.
  • Training and Development: Provide training related to Phase I Programmatic Management of Command Records Management, the Command Records Operational Support Site (CROSS).
  • Business Process Evaluation and Improvement: Evaluate the full implementation of newly developed business processes, to include internal controls and workflows, identifying inefficient and ineffective factors, and processes affecting outcomes.
  • Database Functionality and Troubleshooting: Perform quality checks on functionality, display, and searchability of records within the database, troubleshoot issues, and work with application developers to implement and support best practices when interacting with databases.
  • Security and Access Control: Ensure high levels of performance, availability, sustainability, and security; analyze, solve, and correct issues in real time.
  • Access Control and Security: Assist in the management of access controls for authorized individuals and protect records through the application of security levels and caveats.
Requirements:
  • U.S. Citizenship: Must be a U.S. citizen.
  • Experience and Education: 5+ years of experience working in documentation, technical writing, archives, records management, or a related field. Bachelor's degree in English, Communications, Technical Writing, Information Technology, Computer Science, or a related field.
  • Specialized Training: Specialized training in documentation, technical communication, or instructional design.
  • Skills and Knowledge: Strong understanding of archival theory and practices, including cataloging, maintenance, and archival category standards. 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 Federal records retention policies, NARA standards, and protocols for managing records electronically and deploying electronic records management requirements.
  • Leadership and Communication Skills: Strong organizational and leadership skills to manage archival collections and oversee the work of junior archivists or assistants. Excellent communication skills, both written and verbal. Attention to detail, ability to work independently, and prioritize workload with minimal input or supervision.

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