ODA & STC Documentation Specialist

Position Summary

Jamco America is seeking a detail-oriented and highly organized individual to support a comprehensive review, validation, and digitization effort of historical Certification and Supplemental Type Certificate (STC) ODA records. This position will play a critical role in ensuring FAA and Organization Designation Authorization (ODA) documentation is complete, accurate, compliant, and readily accessible within the company’s electronic document management system.

Business Justification

FAA and ODA regulations require certification records to be maintained throughout the life of each Supplemental Type Certificate (STC). Historically, certification documentation was retained in physical binders and folders. While a transition to electronic records within Laserfiche began around 2018, subsequent reviews have identified instances where records were incompletely or inaccurately scanned, resulting in missing pages, incomplete files, and documentation gaps. Should there be a fire or water damage, these required documents would be destroyed and Jamco would no longer be compliant for record retention. As legacy programs continue to require support, personnel frequently must retrieve information from original paper records to locate missing certification data. To mitigate compliance risk and improve accessibility of official records, a comprehensive review and reconciliation project is required.

Essential Duties and Responsibilities

• Conduct detailed reviews of physical STC certification binders, drawings and records stored onsite.
• Compare physical documentation to electronic records maintained in Laserfiche.
• Identify missing, incomplete, duplicate, or inaccurately scanned documents.
• Verify scanning accuracy including page sequencing, double-sided documents, attachments, and supporting data.
• Reconstruct electronic records for STC programs not currently represented within Laserfiche.
• Obtain missing documentation from available sources including Laserfiche, JT archives, KCO records, Certification folders, and other approved repositories.
• Organize and establish electronic folder structures consistent with company records retention standards.
• Verify the presence of required FAA approvals, including FAA Form 8100-9 and associated certification records.
• Document discrepancies and maintain tracking logs for corrective actions.
• Support internal and external audit readiness activities related to certification records.
• Work closely with Certification to develop and refine documentation review methodologies.

Required Qualifications

• Associate degree or equivalent combination of education and experience.
• Strong organizational skills and exceptional attention to detail.
• Proficiency with Microsoft Office applications.
• Ability to maintain confidentiality and handle controlled documentation.
• Strong written and verbal communication skills.

Knowledge, Skills, and Abilities

• Ability to identify documentation discrepancies and missing records.
• Strong analytical and investigative skills.
• Ability to work independently on repetitive, detail-intensive tasks.
• Ability to maintain accuracy and consistency while reviewing large quantities of records.
• Effective time management and prioritization skills.
• Ability to follow established processes and contribute to process improvements.

Project Deliverables

• The successful candidate will be responsible for reviewing all historical STC certification binders against Laserfiche records.
• Identifying and correcting missing or incomplete electronic records.
• Reconstructing electronic certification files where required.
• Verifying FAA approval documentation and retention compliance.
• Establishing complete and audit-ready certification records for all applicable STC programs.
• Providing periodic project status updates and completion metrics.

Project Staffing Recommendation

Due to the extensive volume of historical certification documentation and the detailed nature of the review process, this effort is estimated to require one dedicated part-time resource (30 hours/week) for approximately 24 months; or two part-time resources (30 hours/week combined) for approximately 12 months following completion of initial training and process development. The recommended approach is to initially hire and train one primary resource under direct supervision. Once review procedures, documentation standards, and workflow processes are established, an additional part-time resource may be added to accelerate project completion and improve overall efficiency.

Success Measures

• Percentage of STC programs reviewed and validated.
• Number of documentation discrepancies identified and corrected.
• Completion of electronic records reconstruction activities.
• FAA/ODA audit readiness of certification records.
• Compliance with documentation retention requirements.
• Timely completion of project milestones.

Approval Recommendation

Approval is requested to open a Contract part-time project-based requisition for a Certification Records & STC Documentation Specialist to support the review, validation, correction, and preservation of FAA and ODA certification records. This position is necessary to ensure regulatory compliance, improve record accessibility, support legacy program activities, and maintain audit-ready certification documentation for the life of each STC program.