Newark Light Rail Record & Document Administrator

We are hiring a Newark Light Rail Record & Document Administrator for one of our clients in Bloomfield, NJ .


Job Description:


Under the guidance of senior staff, the document administrator will work with other employee(s) to organize, manage and preserve the Newark Light Rail's extensive archive including a variety of documents, maps, blueprints and plans, electronic drawings, project scopes, internal reports, photographs etc. Additionally, the administrator will support employees and stakeholders by providing necessary documentation to requesting parties for project scopes for works to be completed on Newark Light Rail property. The administrator will work closely with the NLR Librarian Intern likely for 10 weeks from early June to mid-August 2026 and establish a filing system for the NLR records and documents, then implement and maintain the system.


Roles and Responsibilities:

• Attends training regarding records retention requirements for public documents to become familiar with practices and approaches for record and document maintenance and preservation.
• Assists in conducting research and locating resources for NJ Transit staff, contractors, and engineers.
• Organize all documents and establish/modify cataloging system to improve access of documentation and data needed for Newark Light Rail and New Jersey Transit's purposes.
• Evaluate inventory needs and provide recommendations for the library including equipment, storage materials etc., and participate in the research and procurement process.
• Accurately files records and organizes information in appropriate physical and electronic file formats.
• Attend in person/Microsoft teams meetings to engage and coordinate with NJ Transit staff and contractors regarding project updates in providing clarification regarding scope of project as it pertains to available documents and records.
• Retrieve and distribute documents as needed. Reviews, tracks, and compiles documents in response to Open Public Records Act (OPRA) requests.
• Digitize, scan and upload documents according to approved procedure.
• Maintain, record and dispose of documents and files in compliance with record retention requirements.
• Collect and register all technical documents such as drawings and blueprints in the company's system.
• Review and update documents for maintenance and quality control.
• Keep other personnel updated on new document versions and how to obtain access.
• Create templates forms for use by other personnel.
• Maintain confidentiality regarding sensitive documents.
• Create storage transmittal forms for archiving records and documents in compliance with records retention requirements.
• Performs administrative tasks, including research, archiving files, composing correspondences and memorandum.

Work Hours:

• 25 hours per week (maximum), Weekdays, between 9amand 4pm

• Contract Term: 6 months

Other Conditions:

• The prospective contract employee must provide their own laptop for work within the VBF.
• NJ TRANSIT IT Department will enable the contract employee's access to NJ TRANSIT network(s).

Background:

• Newark Light Rail is an 88-year-old system that currently has an abundance of documents stored and preserved, dating back from the original operators (Public Service Corporation) in 1935 to New Jersey Transit (1980-present).
• The Library at the Newark Light Rail Vehicle Base Facility is currently in need of help regarding classification, organization and archival of documents.

Additional information:

• Reports To: General Superintendent Newark Light Rail or his/her designee

About Us:


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