ODA & STC Documentation Specialist

Certification Records & STC Documentation Specialist

Jamco America is seeking a detail-oriented and highly organized individual to support a comprehensive review, validation, and digitization effort of historical Certification and Supplemental Type Certificate (STC) ODA records. This position will play a critical role in ensuring FAA and Organization Designation Authorization (ODA) documentation is complete, accurate, compliant, and readily accessible within the company's electronic document management system.

The selected individual will work closely with the ODA and Certification to review legacy certification binders currently stored onsite and compare them against electronically archived records maintained in Laserfiche. For documents not currently maintained in Laserfiche, they will need to be scanned and saved to the appropriate Laserfiche folders. This effort will ensure regulatory compliance, support future FAA audits, and preserve the integrity of certification records required to be retained for the life of each STC program.

This position will provide dedicated support to:

• Verify completeness and accuracy of FAA and ODA certification records.
• Reconstruct electronic records where documentation is missing or incomplete.
• Ensure documentation retention requirements are met.
• Improve audit readiness and long-term records management.
• Preserve critical historical certification data supporting current and future programs.

Essential duties and responsibilities include:

• Conduct detailed reviews of physical STC certification binders, drawings and records stored onsite.
• Compare physical documentation to electronic records maintained in Laserfiche.
• Identify missing, incomplete, duplicate, or inaccurately scanned documents.
• Verify scanning accuracy including page sequencing, double-sided documents, attachments, and supporting data.
• Reconstruct electronic records for STC programs not currently represented within Laserfiche.
• Obtain missing documentation from available sources including Laserfiche, JT archives, KCO records, Certification folders, and other approved repositories.
• Organize and establish electronic folder structures consistent with company records retention standards.
• Verify the presence of required FAA approvals, including FAA Form 8100-9 and associated certification records.
• Document discrepancies and maintain tracking logs for corrective actions.
• Participate in process improvement efforts to establish efficient review and archival procedures.
• Support internal and external audit readiness activities related to certification records.
• Work closely with Certification to develop and refine documentation review methodologies.

Required qualifications include:

• Associate degree or equivalent combination of education and experience.
• Strong organizational skills and exceptional attention to detail.
• Proficiency with Microsoft Office applications.
• Ability to maintain confidentiality and handle controlled documentation.
• Strong written and verbal communication skills.

Knowledge, skills, and abilities include:

• Ability to identify documentation discrepancies and missing records.
• Strong analytical and investigative skills.
• Ability to work independently on repetitive, detail-intensive tasks.
• Ability to maintain accuracy and consistency while reviewing large quantities of records.
• Effective time management and prioritization skills.
• Ability to follow established processes and contribute to process improvements.

The successful candidate will be responsible for:

1. Reviewing all historical STC certification binders against Laserfiche records.
2. Identifying and correcting missing or incomplete electronic records.
3. Reconstructing electronic certification files where required.
4. Verifying FAA approval documentation and retention compliance.
5. Establishing complete and audit-ready certification records for all applicable STC programs.
6. Providing periodic project status updates and completion metrics.

Due to the extensive volume of historical certification documentation and the detailed nature of the review process, this effort is estimated to require:

• One dedicated part-time resource (30 hours/week) for approximately 24 months; or
• Two part-time resources (30 hours/week combined) for approximately 12 months following completion of initial training and process development.

The recommended approach is to initially hire and train one primary resource under direct supervision. Once review procedures, documentation standards, and workflow processes are established, an additional part-time resource may be added to accelerate project completion and improve overall efficiency.

Success measures include:

• Percentage of STC programs reviewed and validated.
• Number of documentation discrepancies identified and corrected.
• Completion of electronic records reconstruction activities.
• FAA/ODA audit readiness of certification records.
• Compliance with documentation retention requirements.
• Timely completion of project milestones.

Approval is requested to open a Contract part-time project-based requisition for a Certification Records & STC Documentation Specialist to support the review, validation, correction, and preservation of FAA and ODA certification records. This position is necessary to ensure regulatory compliance, improve record accessibility, support legacy program activities, and maintain audit-ready certification documentation for the life of each STC program.