Information Management Specialist III

The Information Management Specialist III will be responsibilities for supporting all organization-wide data activities and will have responsibility for improving the quality and managing the protection of sensitive data and information assets. Help enhance Engineering Operations processes, systems, and principles in the areas of information flow and management. Participate and contributes to the development of the Engineering Operations Information Governance program, including compliance with all legal, regulatory, corporate, financial requirements, and retention and destruction schedules. Performs highly complex to advanced consultative and technical assistance working under the guidance of the Engineering team. Supporting MOC process and documents task completion in SAP. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, set priorities, and meet deadlines. Work with the project management team and senior/subject matter expert (SME) to analyze and develop the work process and identify the desired electronic interaction., * A subject matter expert on the electronic document management system and provide support for EDMS improvements and specialize in engineering documentation

• Work with Engineering, Operations, and Maintenance to ensure appropriate documentation is attached to Management of Change (MOC) workflows and Work Orders within SAP.
• Implement a formal change control process to track and manage modifications to documents. This involves recording proposed changes, obtaining approvals, and updating documents accordingly.
• Maintain engineering active and vault documentation, scan and upload into EDMS
• Guide internal and external partners with use of our Information management processes and tools to support the timely sharing of collaborative information, making it easy to find, access, and update, as well as support the controlled changes in critical documents such as engineering drawings without proper document controls, version control, and change management aligned with decision rights
• Review documents for format, numbering, and good documentation practice
• Facilitate the review and approval process with document authors
• Maintain tracking and status for documents being processed
• Ensure copies of documents are delivered to users and superseded/obsolete documents are removed from use
• Provide electronic system administrative support to company personnel
• Help enhance internal procedures to ensure continued compliance
• Support quarterly audits of internal processes and conduct audits of documentation across multiple system
• Provide guidance and training to users on the quality control of controlled documents
• Help develop and enhance procedures and supporting documents to strengthen Information Governance processes in accordance with corporate and regulatory requirements
• Communication with Procurement and vendors regarding documents for compliance requirements and records disposition
• Interfaces with project management, engineering, scheduling, procurement, 3rd party suppliers, subcontractors, construction and clients on daily task
• Accurately and constantly maintain the metadata of documentation, such as, but not limited to; number, title, revision, status, etc. in accordance to project specifications
• Process all official documentation (includes engineering/technical, correspondence, project management - commercial, legal) generated by Company and Contractors to be stored in the EDMS.
• Help develop indexing schemes based upon document and record types
• Participate in the definition of project-numbering systems and file-naming conventions that support distributed work activities, data exchange, system integration, and data quality to support contractual deliverables
• Gatekeeper of all native documents and keep a checkout checkin log
• AutoCAD support with Xrefs issues and drawing file conversions
• Assist in external sharing site (ShareFile) set up and uploading as needed
• Interact and assist IT System Architect in the development of Content Server by regression testing as needed
• Assist with project turnover documentation
• Identify opportunities to enhance document control processes, reduce errors, and improve overall workflow efficiency

• Proficient skills in data entry with accuracy and efficiency
• Strong organizational skills, ability to multi-task and be detail oriented
• Proficient skills in MS Word, Excel, Adobe Acrobat
• Excellent verbal and written communication skills
• Effective interaction with peers and leadership across departments utilizing tact and professionalism
• Ability to maintain complete and accurate records with a strong attention to detail
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, set priorities, and meet deadlines
• Demonstrated ability to learn new skills/knowledge quickly
• Experience and/or education using database, spreadsheet, word-processing and email programs
• Ability to adapt to change in emerging environments and work across multiple areas
• Expected to complete and supervise basic and high-level processes on a smaller to large project to work within a team or independently
• Could step in for an absent lead or to sub-lead a small to mega project

Minimum Qualification/Work Experience

Minimum Education Required: High School Diploma or GED Equivalent

Minimum Experience Required: 7 years of Information Management and Records and EDMS systems in a corporate setting

Preferred Education: Associates Degree in Business

Preferred Experience: 7 years experience in the area of Information Management or quality assurance in regulated industry

Required Knowledge/Skills/Abilities

• Practical knowledge of electronic documentation and/or data management systems, their implementation, validation and maintenance
• Proficient skills in MS Word, Excel, Adobe Acrobat
• Minimal AutoCAD
• Minimal SAP knowledge
• Excellent verbal and written communication skills
• Should be self-motivated, with the ability to initiate and follow through on assignments
• Strong computer skills, * This is primarily a sedentary role; however, the incumbent must be able to stand and/or sit continuously to perform all essential job functions for a full shift.
• Ability to lift up to 20 lbs. as required in order to lift files, boxes and office equipment as necessary.
• Ability to lift files, open filing cabinets and bending, standing on a stool, or climbing as necessary to perform these functions.
• While performing the duties of this role, the incumbent may be required to talk or hear.
• The incumbent is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• Ability to drive to other Company work locations as required.
• Ability to move throughout all areas of each office/site location and facilities

Environmental/Working Conditions:

• Operates in a professional office environment within or outside of an industrial plant environment.
• Routinely uses standard office equipment such as computers, phones, photocopiers w/scanner and fax, and filing cabinets.