Company Description
Are you interested in joining some of the brightest talent in the world to strengthen the United States’ security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.
We are committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is essential to innovation and creativity for continued success of the Laboratory’s mission.
Pay Range
$102,990 – $153,288Annually
$102,990 – $127,884 Annually for the A07.3 level
$123,480 – $153,288Annually for the A07.4 level
Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.
Job Description
We have an opening for a SeniorDocument Operations Specialistto support Records Management and technical supervision in theStrategic Deterrence DirectorateKnowledge Management (KM) Program. You will manage institutional documents and records in accordance with all LLNL, DOE and ES&H requirements. You may also serve as additional support in the areas of document control or information management application development.This position is in the Strategic Deterrence Directorate.
This position will be filled at eitherlevel based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.
In this roleyou will
- Working across functional areas, facilitates the collection and management of institutional records, including accountability, cataloging, processing, inventory, retrieval, and distribution of documents.
- Monitor record management activities for compliance with requirements, including retention schedules and disposition, and provide input for metrics on record management activities as requested by management.
- Interface with, and serve as a resource for, external customers regarding document control practices, records management, and configuration management, including onboarding/offboarding, user training, and education on requirements.
- Identify and implement actions for improvement in the areas of efficiency, workflow documentation, and customer service, and participate with Technical Subject Matter Experts (SMEs) in developing improvements for record database applications.
- Ensure data input accuracy and format compliance of record documentation using multiple web-based applications, including auditing legacy metadata entries against physical records.
- Perform search and retrieval activities of electronically managed information, using database applications and physical document searches in local record storage areas, to locate archival records in support of KM Management and external customers.
- Participate in records inventory audits and support audits and assessments of other groups, including readiness assessments and inspections.
- Lead the coordination of daily KM activities, actively participate in task prioritization, and train and mentor other KM staff.
- Develop and implement record management workflows, methods, and practices, including assessing external customer needs.
- Identify opportunities for improvement in the areas of efficiency, workflow documentation, and customer service, and participate in developing strategies.
- Interpret records management requirements and monitor for compliance, including retention schedules and disposition.
- Maintain, interpret, and report metrics for recording management activities as requested by management.
- Provide input to management for KM budget and staffing activities.
- Recognize and support plans to promote and foster a culture of inclusion, diversity, equity, and accountability within the workplace.
- Perform other duties as assigned.
Additional job responsibilities, at the A07.4 level
- Leads, plans, analyzes, develops, and oversees the implementation of strategies and deliverables for a service operations area; serves as the subject matter expert and primary liaison with key external vendors.
- Using the understanding of multiple, inter-related service operations areas; leads, plans, analyzes, develops, and oversees the implementation of strategies and deliverables for a service operations area; serving as the subject matter expert.
- Oversees and assures adherence to budgets, schedules, business plans, and performance requirements. May have final signature authority for delegated actions and budget approval responsibility.
- Provides input into to organization’s vision, mission, and business direction; may provide input to organization’s long-term planning including identification of skills and workforce transitions, and associated operational components needed to support the desired future culture.
Qualifications
- This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire.
- Associate degree or equivalent combination of education and related experience.
- Comprehensive knowledge of document control and records management practices for government agencies, engineering, construction, or a related field.
- Demonstrated ability to work independently, interpreting and applying instructions and procedures; advanced organizational skills and attention to detail; experience coordinating multiple work activities; experience identifying and implementing process improvements.
- Experience in document management, controlled document distribution, and/or recordkeeping systems, including experience working with electronic document management databases.
- Experience interfacing with personnel at multiple levels of an organization, working as part of a multidisciplinary team in a technical support environment, and communicating technical information to users.
- Effective customer service, organization, communication, and interpersonal skills are necessary to respond to customer needs, requests, and issues, and to maintain effective working relationships.
- Extensive experience formatting documents utilizing templates, applying intermediate computer software skills (Microsoft Office), and employing accurate keyboarding, editing, grammar, and proofreading skills.
- Ability to learn new software applications.
- Demonstrated ability/commitment to promote and value inclusion, diversity, equity, and accountability principles in the workplace.
Additional qualifications at the A07.4 level
- In-depth knowledge of service area practices and policies and experience applying analytical skills and experience in a complex service operations area.
- Experience leading or supervising a team, especially as a peer leader; experience coordinating team activities in a dynamic work environment under time constraints with conflicting and changing priorities.
- Demonstrated experience developing business processes, identifying process improvements, and implementing new solutions
- Experience managing a diverse group of non-exempt and exempt staff.
Qualifications We Desire
- Comprehensive knowledge of DOE standards applicable to records management in a classified environment.
- Knowledge of LLNL documents and records management policies and procedures, and experience in the business processes of the Engineering Records Center (ERC).
- Experience with Windchill and Enterprise Lifecycle Management (ELM); FileMaker Pro, especially administration and maintenance of databases; and SharePoint, especially administration of SharePoint sites and creation of automated workflows.
Additional Information
All your information will be kept confidential according to EEO guidelines.
Position Information
This is a Career Indefinite position, open to Lab employees and external candidates.
Why Lawrence Livermore National Laboratory?
- Flexible Benefits Package
- 401(k)
- Relocation Assistance
- Education Reimbursement Program
- Flexible schedules (*depending on project needs)
- Inclusion, Diversity, Equity and Accountability (IDEA) – visit https://www.llnl.gov/diversity
- Our core beliefs – visit https://www.llnl.gov/diversity/our-values
- Employee engagement – visit https://www.llnl.gov/diversity/employee-engagement
Security Clearance
This position requires an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at time of hire.
Pre-Employment Drug Test
External applicant(s) selected for this position must pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor.
How to identify fake job advertisements
Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under “Find Your Job” of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.
To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf
Equal Employment Opportunity
We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, pregnancy, protected veteran status, age, citizenship, or any other characteristic protected by applicable laws.
We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision .
Reasonable Accommodation
Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory. If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request.
CaliforniaPrivacy Notice
The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitlesjob applicants, employees, and non-employee workers to be notified of what personal information LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here .