Document Specialist

CLS is seeking experienced Document Specialists in Lubbock, TX, to handle data management and document-related activities for projects.

Responsibilities

• Creates and manages Project Permanent files.
• Runs reports and performs data entry.
• Prepares and performs due diligence.
• Researches relevant information to assist the Supervisor regarding project scopes and specific aspects of projects.
• Composes correspondence including letters and emails as directed by Supervisor.
• Performs all project-related duties requested by Supervisor.
• May review and approve project representative’s activity notes.
• Responds to requests from regional CLS management office.
• Maintains strict confidentiality of company information and records.
• Displays sense of urgency and understanding of project deadlines.
• Proofreads documents, reports, and data with a keen eye for detail to ensure accuracy and completeness.
• Collaborates with office staff to ensure a healthy work environment.
• Works effectively and professionally with project staff and clients.
• Performs research and prepares preliminary landowner lists for projects from online sources.
• Manages Petty Cash.
• Transcribes minutes of all internal meetings, as requested.
• Initiates landowner contacts and follow-up as directed by Supervisor.
• May review agent employee timesheets.

Requirements

• 2+ years of administrative experience.
• Willingness to work on-site in Lubbock, TX.
• High School Diploma required; College Degree a plus.
• Ability to develop and maintain effective business relationships.
• Strong communication skills with clients, project management, and field personnel.
• Ability to meet deadlines and occasionally work overtime on short notice.
• Strong Microsoft Office skills.
• Ability to read and understand title searches and legal descriptions.
• Strong general office skills, including file management.
• Well-developed communication skills (phone etiquette, grammar, and personal interaction).
• Ability to write clearly and concisely.
• Proficient with common mathematical terms and calculations.
• Ability to carry out instructions furnished in written, oral, or diagram form.
• Ability to identify and assess problems and formulate solutions.
• Comfortable learning and applying new technology.
• Knowledge of pipeline, electric, and/or utilities ROW records, administrative support documents, and records is preferred.

Work Environment

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Competencies

• Adaptability: Adapts to changes in the work environment, manages competing demands, and handles frequent change, delays, or unexpected events.
• Adheres to CLS Values: Commitment, Leadership, and Service.
• Attention to Detail: Demonstrates accuracy and thoroughness; monitors work to ensure quality.
• Oral Communication: Speaks clearly and persuasively.
• Written Communication: Writes clearly and concisely with attention to correct spelling and grammar.
• Continuous Improvement: Committed to professional development; attends conferences, focuses on best practices, and introduces new knowledge and skills on the job.
• Customer Service: Fulfills the needs of internal and external customers.
• Impact: Ability to persuade or convince others to support an idea, agenda, or direction.
• Initiative: Self-starter who works independently, seeks opportunities to improve products and services, avoids problems, or develops entrepreneurial opportunities.
• Integrity: Widely trusted; presents truthful information appropriately and helpfully; keeps confidences; admits mistakes.
• Problem Solving: Identifies and resolves problems in a timely manner by analyzing information skillfully.
• Teamwork: Accepts constructive feedback and implements corrective action.
• Tolerance for Stress: Manages stress effectively.
• Work Product: Ensures quality, quantity, and timeliness in completing assignments.

Status: Non-Exempt