Document Management Specialist III

PRIMARY PURPOSE

This role sits in the Chief Research Office (CRO). The Research Publications Group (RPG) produces and disseminates high-quality technical reports and other deliverables for sponsors, clients, and public consumption. We ensure that all documents meet CNA’s writing and editing standards, that all publications adhere to corporate guidelines, and that all products are distributed appropriately and archived securely. This Document Management Specialist III role will maintain and update CNA’s document control records system and CNA’s publications system. They will administer document management applications, ensuring accuracy, compliance, and completeness of the corporation’s systems of record. 

CNA fosters an inclusive culture that values diverse backgrounds and perspectives. Our flexible and engaging work environment encourages iterative and creative collaboration at every stage of the problem solving process. Our employees are committed to helping clients develop effective solutions to better manage their programs through scientific, data-driven approaches. We are looking for creative and innovative individuals to help carry out our mission.

JOB DESCRIPTION AND / OR DUTIES 

1. Classified document control—Maintain and ensure proper procedures for handling and transference of classified materials, in accordance with DCSA 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 DCSA requirements. Maintain accurate individual custody holdings, ensuring complete accountability records. Conduct ad hoc and regularly scheduled inventories of classified repository and custodian holdings.
2. 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 document systems of record (DMS). Work with Document Center and research staff to rectify data/documents discrepancies. Contribute to digitization process for CNA holdings, with the goal of eliminating paper holdings and off-site storage.
3. Document processing and 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. Ensure that pre-established document control requirements (e.g., appropriate signatures, distribution statements, legal disclaimers) are satisfactorily met. 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.
4. Document distribution and reporting—Assess and respond to outside requests for documents and inquiries from CNA classified and unclassified websites; 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).
5. Research staff support— Staff and maintain the Document Center customer service counter. Answer routine requests; elevate nonroutine or complex requests. Assist, guide, and instruct research administrative 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 on commercial-grade equipment.
6. Document Center support—Work with management to recommend and implement improvements to document management, quality control, and workflow processes and procedures. Engage in modernization efforts, such as digitizing CNA holdings. Provide backup support to the Production Services supervisor.
7. Other duties as assigned.

 JOB REQUIREMENTS

1. Education: Two-year associates degree or equivalent combination of education and work experience in administrative field, higher degree a plus.
2. Experience: Minimum 3 years database, document, or records management experience; experience maintaining databases. Minimum 1 year handling and controlling classified documents.
3. Skills:
   • Skilled in Microsoft Office and other office productivity applications; demonstrated skills working with computers and databases.
   • Demonstrated attention to detail and ability to handle multiple tasks.
   • Ability to work independently and prioritize own work.
   • 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 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. Other: Ability to lift 40 pounds; Final DoD Secret security clearance required. Flexibility to work overtime as required.
5. Hybrid Work Eligibility: This position is not eligible for remote, telecommuting, or hybrid work arrangements. Occasional flexible work schedule may be possible at the discretion of the Supervisor.