Information Resources - Document Management Specialist III

PRIMARY PURPOSE

Lead role in maintaining and updating CNA’s research management information system (RMIS), CNA’s document control records system, and CNA’s publications system. Ensure accuracy, compliance, and completeness of the corporation’s systems of record.

JOB DESCRIPTION AND/OR DUTIES

1. Information Management— Maintain and update information in the research management information system (RMIS). Evaluate varied and complex contractual documents for identifiable factors to ensure accurate and timely entry (type of project, type of funding, etc.). Monitor and process incoming tasks. Use judgment to interpret inconsistencies and oddities in the data received for entry; seek guidance when necessary. Liaison with research and project administration staff to resolve issues. Monitor data entry quality and accuracy. Assist with preparation of contract deliverable reports.

2. Classified Document Control— Maintain and ensure proper procedures for handling and transference of classified materials, in accordance with Defense Security Service regulations and the National Industrial Security Program Operating Manual. Responsible for the classified mail registry/tracer system and the inventory and records of classified media. Conduct and document destruction of classified material in accordance with DoD and DSS requirements. Maintain accurate individual custody holdings, ensure complete accountability records. Conduct ad hoc and regularly scheduled inventories of classified repository and custodian holdings.

3. Records management— Responsible for CNA’s off-site storage inventory and records; interact with off-site storage vendor to ensure accountability of stored materials and proper transference of classified and unclassified inventories to and from the site. Maintain and ensure data quality and integrity of records and documents in CNA’s information and document systems of record (DMS and RMIS). Work with Document Center and research staff to rectify data/documents discrepancies.  Assist with the corporate records management program.

4. Document Management—. Maintain CNA’s document/publications system of record for accountability and retention. Create, edit, and update records in the classified and unclassified document management systems; process CNA publications for retention and distribution. Review documents and metadata to verify that records correctly reflect document metadata, classification, distribution, and version. Use judgment to resolve inconsistencies between data and documents; seek guidance when necessary; provide guidance to research teams to resolve inconsistencies. Organize and conduct periodic inventories of physical collections and electronic repositories and records.

5. Document distribution-- Assess and respond to outside requests for documents and inquiries from CNA websites; perform database queries; ensure adherence to classification and distribution instructions. Perform database queries to produce ad hoc and recurring reports and statistics. Prepare documents for external release in response to outside requests and for release to CNA websites. Prepare documents and forms for submission to external agencies (such as DTIC).
 

6. Research support--Assist, guide, and instruct research admin staff on document standards and formats, distribution statements and requirements, document templates, and publications processes. Review and prepare documentation and job aids for use in assisting and training staff. Assist with research staff requests, including printing and binding jobs and printer maintenance.

7. Document Center/Knowledge Center support-- Provide guidance, training, and leadership to junior level staff. Work with management and staff to recommend and implement improvements to document management, quality control, and workflow processes and procedures. Back up the Production Services supervisor in his absence. Staff the service counter when needed. Assist other Knowledge Center functions as possible.

8. Other duties as assigned.

JOB REQUIREMENTS

1. Education: High school diploma or equivalent; two-year degree or equivalent experience in administrative field.

2. Experience: Minimum 5 years database, document, or records management experience; experience maintaining databases. Minimum 5 years handling and controlling classified documents.

3. Skills: Skilled in Microsoft Office and other office productivity applications; demonstrated skills working with computers and databases. Strong attention to detail and ability to handle multiple tasks. Ability to work independently and prioritize own work. Full knowledge and understanding of CNA contracts and project administration, including types of contracts, task orders, and funding; knowledge of CNA contract/project life-cycles. Ability to interpret varied and complex data to ensure accurate record-keeping. Detailed knowledge of handling and control of classified materials and of DSS and DoD security regulations and requirements. Ability to apply knowledge of CNA, DoD, and contractual procedures and regulations to address problems and solve issues. Excellent customer service skills and ability to work well with others; demonstrated oral and written communication skills. Ability to communicate knowledge to assist others.

4. Work location. Work must be conducted at CNA HQ site. Position is not eligible for telework or hybrid work arrangements. Occasional flexible work schedule at the discretion of the Supervisor.

5. Other: Ability to lift 40 pounds; must have the ability to obtain, and maintain a security clearance, Active DoD Secret security clearance highly desired. Flexibility to work overtime as required. 
 

Please include a cover letter as part of your application to be considered for this position. A cover letter should introduce yourself, briefly summarize your professional background, explain why you are a good candidate and the reason for your personal interest in applying for this job.
 

***Voluntary (but highly desired) document***  Please include a personal statement as part of your application. A personal statement is a chance for us to get to know you. The statement is your opportunity to share your goals, interests, influences and show us that you will be a valuable asset to our organization. Please click here for personal statement guidelines – Click here
Personal statements will not be used as an elimination criteria for this position. They

will only be used to enhance a candidate’s application 

 
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