Project Document Control Records Management Administrator

Location

This is position is assigned onsite at the Ludington Pump Storage Facility located in Ludington, MI.  The selected candidate must be within a comfortable commutable distance from the location or willing to relocate.

General Summary of Job Responsibilities

The Records Management Admin maintains records system by conferring with clerical and supervisory personnel about records problems; scheduling transfer of records to inactive or archival storage; micro graphing records; answering questions and requests; preparing reports.

Electric Supply Engineering (ESE) Document Management team is responsible to manage our Electrical Engineering Records (ERC) for our Electric Supply Operations team members, which includes management of records during execution phase of our capital projects in coordination with Engineering and Enterprise Project Management (EPMO).  This department also leads our efforts related to drafting support for our Engineering team and managing our Computer Aided Drafting Standards.  This team plays a major part in delivering our capital investment strategy for the Company and maintaining configuration management for our Operations team members.

Essential Duties and Responsibilities

• Support project document control functions for construction projects as well as support other ESE Document Control activities when applicable
• Work closely with engineering personnel, guiding them on our review and record requirements documented in our procedures and job aids
• Process engineering and project records and plant modifications such as drawings, manuals, transmittals, correspondence, and engineering change notices (ECN)
• Perform standard routine level tasks and provide support for Projects during design, construction, and close‐out
• Update and maintenance of electronic database used for tracking, transmitting, and distributing documents and vendor submittals
• Report on activities for Daily, Weekly, and Monthly Operating Reviews
• Accurately and in a timely manner request from Plant Document Control / Engineering Record Center (ERC) controlled document numbers per the established numbering conventions including critical drawings such as WD (wiring diagrams and P&IDs (Piping & Instrumentation) which may also include controlled numbers such as circuits, raceways, valves, conduits, etc....
• Assess and audit records for accuracy and completeness, including identification of issues and lead implementation of recommendation and corrective actions for our project/plant records

Additional Duties and Responsibilities

• Assist in the management and updates of our document management procedures
• Provide hard copy documents to projects for construction
• Provide hard copy critical documents to Plant Document Control at the end of the project
• Maintain quality results by following and enforcing standards   
• Improve records management/information governance job knowledge by attending training sessions, reading technical publications   
• Provide records management statistical information by answering questions and requests; follow prescribed procedures; prepare statistical reports; prepare reports of compliant destruction of records   
• Assist various departments in managing inactive records by following prescribed procedures for the archival of physical records to a centralized location, or the reduction of paper records through the transfer to an electronic medium   
• Identify records management-related problems by conferring with clerical and supervisory personnel; support and protect operations by following records management procedures and maintaining confidentiality   
• Implement the record retention schedules by scheduling the transfer of records to inactive/archival storage, manage legal (litigation) holds for physical records within the CIG Center and destroy records in a manner compliant to security classification and retention requirements   
• Complete standard work for the CIG Center records including sorting, filing, retrieving, maintaining a charge-out system, scanning and indexing records, primarily in the physical medium   
• Other duties as assigned or may be necessary 

Knowledge/Skills/Abilities

• Ability to communicate effectively in both oral and written form
• Skill in communicating effectively in writing as appropriate for the needs of the audience
• Ability to maintain effective interpersonal relationships
• Ability to accurately prepare and maintain records, files, and reports
• Ability to pay great attention to detail
• Ability to work in a fast-paced environment
• Computer proficiency in Microsoft Office programs

Additional Knowledge/Skills/Abilities

• Possess excellent customer service skills
• Successfully multi-task and/or switch task quickly while remaining organized
• Anticipate and understand the impact of actions/procedures on multiple systems
• Demonstrate leadership skills, strong teamwork, and the ability to work independently on assigned complex projects
• Use appropriate systems/software/programs such as SAP for internal processes
• Manage project milestones, organizing and prioritizing the scheduling of work assignments in response to work tasks
• Ability to interact with internal and external parties to receive highly advanced information and data
• Possess strong analytical skills
• Interact with other internal departments to resolve issues
• Performs responsibilities in a manner that clearly shows effective communication and cooperation that promotes open exchange of information, respect, and professionalism
• Interface with engineering, plant personnel and drafters on a regular basis
• May require carrying large, rolled prints to various locations in the plants or to projects

Education & Experience

• Associate Degree in Business Administration with 2 or more years of experience in records management or similar roles
  • (OR) High School Diploma with 4 or more years of experience in records management or similar roles
• Experience with ProjectWise, Primavera Unifier, CM14, Prolog or other document control software

Preferred Experience

• Experience in clerical, administrative or document control – drawing or construction document control preferably
• Experience in database management
• Utility, engineering, or construction document control experience 
• Adobe Pro