Document Operations Specialist – Active Security Clearance Required

Join Lawrence Livermore National Laboratory (LLNL) and contribute to impactful work advancing science and technology in nuclear deterrence, threat preparedness, energy security, and multi-domain defense. Our culture thrives on innovation and operational excellence, offering a platform for your expertise to drive real-world change.

About the role

We have an opening for a Document Operations Specialist to support Records Management in the Document Management Center (DMC), focusing on the Superblock nuclear complex. This role involves managing facility documents and records in compliance with LLNL, DOE, and ES&H requirements. You may also provide additional support in document control or information management application development. This position is in the Strategic Deterrence Directorate and requires full-time on-site presence due to the nature of the work. The role may be filled at two levels, with additional responsibilities assigned at the higher level.

Responsibilities

• Work across functional areas to facilitate the collection and management of facility records, including accountability, cataloging, processing, inventory, retrieval, and distribution of documents.
• Monitor records management activities for compliance with applicable requirements, including retention schedules and disposition; collect, validate, analyze, and summarize performance data, and provide input for metrics on records management activities.
• Interface with external customers regarding document control practices, records management, and configuration management, including onboarding/offboarding, user training, and education on requirements.
• Ensure data input accuracy and format compliance of records documentation using multiple web-based applications, including auditing legacy metadata entry against physical records.
• Perform search and retrieval activities of electronically managed information, using database applications and physical document searches to locate archival records in support of facility management, engineers, administrators, operators, and mechanical technicians.
• Participate in records inventory audits and support audits and assessments of other groups, including readiness assessments and inspections.
• Maintain access and provide training for document management systems.
• Perform other duties as assigned.

Additional Responsibilities at the A07.3 Level

• Develop and implement records management workflows, methods, and practices, including assessing external customer needs.
• Identify and implement actions for improvement in efficiency, workflow documentation, and customer service; participate with technical Subject Matter Experts (SMEs) in developing improvements for records database applications.
• Interpret and remain current on records management requirements for compliance, including retention schedules and disposition.
• Develop, maintain, interpret, and report metrics for records-management activities as requested by management; analyze trends and present findings and recommendations.
• Provide input to management for records management budget and staffing activities.
• Serve as a resource for external customers regarding records repository user training, records management requirements (including facility-specific and LLNL document retention schedules), records assessments, and information review and release.

Requirements

• Active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at the time of hire.
• Knowledge of document control and records management practices for government agencies, engineering, construction, or a related field.
• Demonstrated ability to work independently, interpreting and applying instructions and procedures; advanced organizational skills and attention to detail; experience coordinating multiple work activities; experience identifying and implementing process improvements.
• Experience in document management, controlled document distribution, and/or recordkeeping systems, including experience working with electronic document management databases.
• Effective customer service, organization, communication, and interpersonal skills, including experience interfacing with personnel at multiple levels of an organization, working as part of a multidisciplinary team in a technical support environment, and communicating technical information to users.
• Ability to learn new software applications.

Additional Qualifications at the A07.3 Level

• Associate degree or equivalent combination of education and related experience.
• Comprehensive experience in document management with knowledge of document control and records management practices for government agencies, engineering, construction, or a related field.
• Demonstrated experience developing business processes, identifying process improvements, and implementing new solutions.
• Experience collecting, tracking, analyzing, and reporting operational or performance data using databases, spreadsheets, dashboards, or other reporting tools.
• Experience interpreting records management requirements and ensuring compliance with retention schedules and related governance policies.

Skills We Desire

• Comprehensive knowledge of DOE standards applicable to records management at nuclear and high-hazard facilities, including configuration management, quality assurance (including NQA-1), and Conduct of Operations requirements.
• Knowledge of LLNL documents and records management policies and procedures, and of business processes and operations at Superblock.
• Experience with Windchill and Enterprise Lifecycle Management (ELM), FileMaker Pro (including database administration and maintenance), and SharePoint (including site administration and automated workflow creation).

Pay

$94,560 - $138,888 Annually
$94,560 - $115,728 Annually for the A07.2 level
$113,400 - $138,888 Annually for the A07.3 level
This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Benefits

• Flexible Benefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)

This is a Career Indefinite position, open to Lab employees and external candidates.