Records Management Specialist

GENERAL SUMMARY

Performs a variety of records management support responsibilities related to the administration and operation of company document control and records management policies, procedures, and facilities. These responsibilities include operating and maintaining active/inactive records, documents, and records systems (i.e., corporate document and records file centers, records retention center, micrographics and associated databases). This position requires a working knowledge of related company policies and procedures and familiarity with technologies impacting records, documents, and information control (e.g., systems housing hard copy, electronic data, microformats). This position works in an environment emphasizing teamwork, cross-training, efficiency, and continuous improvement. Although this position may perform a broad range of functions, no one position performs all of the typical duties described below.

PRINCIPAL ACCOUNTABILITIES

• Maintain controlled distribution lists for corporate and plant.

• Collect or receive documents and records for controlled distribution or retention.

• File documents, records, aperture cards, and drawings in accordance with established procedures and instructions.

• Support and maintain satellite libraries.

• Perform data entry utilizing various databases and software applications (e.g., various Asset Suite applications, action tracking/corrective action database, text retrieval system, SharePoint, and other desktop applications such as Microsoft Office). Type of information entered may include: document/configuration control, record management, vendor code input, etc.

• Create and run basic computer reports from various software applications.

• Run established reports based on customer requests/needs and established schedules.

• Ensure archival and interim storage records are accurately indexed, securely maintained, and dispositioned in accordance with approved procedures and instructions and approved state retention schedule.

• Coordinate destruction of records including recycling or shredding.

• Research, retrieve, and copy documents and records from various storage locations. This requires a good working knowledge of the various types of documents and records and knowledge of options (various parameters) available for search and retrieval.

• Operate scanning and bar-coding equipment utilizing optical character recognition (OCR) software and performing text cleanup/correction for documents and records requiring retrieval through the electronic text retrieval programs.

• Perform audits of archival microfilm to ensure that film has not degraded.

Work Order Package Preparation

• Provide work package support by printing and assembling required documentation for maintenance work performed at CGS.

Mail Room/Print Center

• Perform mail route deliveries both onsite and to various offsite Energy Northwest Facilities, including pickup and drop off at USPS.

• Meter mail, ensuring appropriate postage requirements.

• Provide large format prints and laminations

• Perform large quantity print jobs.

• Operate machinery related to print center such as Plotters, Large format scanners, Laminators, industrial paper cutters, rotary cutters, hole punch, staplers and binding machines.

General

• Provide input on equipment needs, perform minor maintenance, coordinate repair and service of equipment, and order supplies

• Provide customer/user support, training, and work guidance/direction to personnel in the status verification of plant procedures, drawings, O&M manuals, etc., and in the use of various databases.

• Create desktop instructions, provide input to department instructions and procedures.

• Accountable for work quality and personal adherence to instructions and procedures and for meeting established deadlines.

• Make recommendations for improvements to processes.

• Participate in departmental rotation and cross-training program to ensure that adequate backup is provided for the Records Management Specialist position descriptions. Perform associated duties as assigned to meet resource/business needs.

• Ensure confidential, proprietary, and safeguards information is released only to authorized personnel. Maintain confidentiality of information used or viewed in performance of position responsibilities.

• Voluntary participation opportunities on the Emergency Response team (ERO).

• Must support the biennial refueling outage.

• Provide telephone backup for department personnel, responding to inquiries.

• Provide other administrative and clerical support as directed.

REQUIRED EDUCATION & EXPERIENCE

High school diploma or GED is required. Requires six months of records management/database experience or one school year of Work-Based Learning (WBL) experience. A valid driver's license is required.

This is a bargaining unit position and the hourly pay rate is:

$21.26

INCENTIVE COMPENSATION

This role is eligible to participate in our annual incentive plan. Incentives are earned based on employee performance against defined metrics and company goals.

BENEFITS

Energy Northwest (EN) provides a phenomenal benefits package. Washington State also has no state income tax, and the Tri-Cities provides a cost-of-living lower than the national average.

EN offers substantial retirement benefits through three retirement programs including the Washington State Public Employees' Retirement System pension plan (PERS), a 401(k) savings plan with an employer match component, and a 457(b) savings plan. EN also offers multiple options for medical, dental, vision, disability and life insurance coverage. Other voluntary benefits may include flexible spending accounts (FSAs), tuition reimbursement, student loan repayment, childcare subsides, health reimbursement arrangement (HRA VEBA), health savings account (HSA), supplemental life insurances, credit monitoring/identity theft insurance, and more! Qualifying employees will typically start a personal time accrual rate of 160 hours per year and EN provides nine paid holidays throughout the Calander year; personal time accruals grow significantly at various service intervals.

We are an Equal Opportunity Employer and do not discriminate due to race, color, age, gender, gender identity, sexual orientation, ethnicity, religion, national origin, veteran status or on the basis of disability.

Know Your Rights: Workplace discrimination is illegal