Document Specialist

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain effective Document Control function to ensure compliance to regulations.

• Maintain document change control including revisions, obsolete and archived items.

• Create and maintain a secure document archival system for records that allows for timely retrieval. This includes

on-site, off-site and electronic records.

• Have a working knowledge of ROW documentation including, but not limited to: easements, title reports,

exhibits, and mapping.

• Provide folder administration by overseeing and maintaining managed documents for multiple projects, ensuring

alignment with Company procedures as well as client specific requirements.

• Maintain an electronic document repository system that facilitates the accessibility and ease of retrieval of

documents for a virtual organization.

• Maintain internal and external meeting minutes as part of a secure archival system.

• Administer data document management applications with an in depth understanding of how the systems and

procedures they support are integrated. Supports ongoing business process reviews to identify improvements to

the business process or reduction in cost.

• Monitor document inventory (both hardcopy and electronic) to verify documents are being managed correctly.

• Manage documentation between multiple groups; Project Managers, Engineers, Vendors, Clients, and internal

and external offices.

• Responsible for following corrective action for instances of non-compliance.

• Perform all of the duties required of an administrative assistant.

• Perform other duties as assigned.

WORK ENVIRONMENT

• This is an in-office, part-time position (2 days per week).

• Duties are largely performed in an office.

• Office work may include prolonged seated tasks, extended keyboarding, and use of computer screen.

PHYSICAL REQUIREMENTS

• The employee is regularly required to stand, walk, use stairs, use hands, reach, talk and hear.

• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25

pounds.

• Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability

to adjust focus.

MINIMUM QUALIFICATIONS

KNOWLEDGE, SKILLS AND ABILITIES

• Must have excellent computer/internet skills and a thorough working knowledge of Microsoft Word, Excel,

PowerPoint, Microsoft Project, and Outlook.

• The ability to communicate ideas and concepts, both verbally and in writing, to all levels of the organization.

• General understanding of regulations pertaining to the energy infrastructure field.

• The ability to organize information in a concise, cohesive manner.

EXPERIENCE AND EDUCATION

• Bachelor’s degree in Business Administration, or related field.

• Five or more years of experience in a general clerical position; experience in the energy infrastructure industry

preferred.

• Prior experience in administrative assistance and working with Microsoft Word and Electronic Document Management

Systems.