Document Security Administrator administers and maintains a system of classified and unclassified company documents according to the record control policies and procedures for the secure management and access of company information assets. Classifies and files new documents following the established process. Being a Document Security Administrator fulfills document requests from authorized users and tracks the retrieval and disposition of documents. May prepare records for archiving, participate in audits, or assist in the destruction of records. Additionally, Document Security Administrator requires a high school diploma. May require security clearance. Typically reports to a supervisor. The Document Security Administrator works under the close direction of senior personnel in the functional area. Possesses a moderate understanding of general aspects of the job. May require 0-1 year of general work experience. (Copyright 2024 Salary.com)
M2 is a highly interactive team with an extensive history supporting government, defense, and aerospace industries. The Document Control Specialist/Office Administrator is an important role that works with our multi-disciplined team to support document control practices while managing the day-to-day administrative operations at the project site in Alaska, coordinating administrative tasks, and providing support to the site managers. The highly organized and proactive Specialist/Administrator ensures the smooth running of the project.
Key Responsibilities:
Document Control
· Follow established procedures and instructions for the access, storage, backup, maintenance, reproduction, protection, and disposition of all documents.
· Maintains high quality throughput via efficient, effective, and enforced document control methods.
· Assists in providing training and guidance to employees on system use and document control standards.
· Contribute to the development and continuous improvement of efficient document control processes and a system for utilization by the company.
· Ensure performance and quality conform to codes, standards, and requirements are followed.
· Adhere to project document deliverables in accordance with approved processes and procedures, ensuring their availability to the project execution team.
· Assist in distributing project information and documentation to relevant stakeholders following approved processes and procedures.
· Assist with tracking the technical and organizational activities that establish and maintain control of a product and its product configuration information throughout the life cycle of the product.
Office Administration
· Manage the administrative functions of the project office, including monitoring office supplies and equipment management, and responding to facility and maintenance needs.
· Placing, picking up, and ordering all supplies for the site team.
· Provide support to the project management team, including technical support, coordinating with Estacada Office, calendars, preparing documentation, assisting with travel arrangements and vehicle assignment, maintenance, and coordination.
· Receive and direct on-site visits of vendors/visitors such as trailer contractors, portable toilet contractors and/or other routine service vendors.
· Maintain and organize records, files, and other documents, ensuring accuracy and confidentiality.
· Assist in preparing reports, presentations, and other materials for meetings and presentations.
· Manage internal and external communications, including email, phone calls, and mail.
· Ensure common areas are clean, stocked and managed efficiently.
· Coordinating with IT to support the site team and supporting equipment/program installation.
· Other duties as assigned.
Knowledges, Skills & Abilities:
· Must be able to pass a criminal background check, handing of Controlled Classified Information (CUI)
· Must work well under pressure, meeting and completing multiple deadlines.
· Ensure timely prioritization of work and projects.
· Ability to analyze problems and recommend solutions.
· Ability to respond to frequent, competing priorities and responsibilities.
· Ability to interface with internal and external customers.
· Ability to communicate clearly and effectively through the oral and written word.
· Excellent communication, analytical, and problem-solving skills.
· Ability to work independently, take initiative, and solve problems.
· Teamwork and collaboration oriented
· Works well in evolving environments and supports the team in creating and facilitating evolution.
· Ability to successfully work under potentially harsh conditions like a laydown yard or construction site.
Experience and Education:
· 2 years of experience in a Document Control Specialist role
· 2 years of experience in an administrative assistant role, preferably in a fast-paced environment.
· Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
· Strong attention to detail and the ability to maintain confidentiality and discretion.
· Proficient in Microsoft Office Suite and other productivity tools including Word, Excel, Access, Adobe Acrobat, understanding of database and application administration.
· Associate’s degree in a related field preferred not required.
Job Type: Temporary
Pay: From $27.00 per hour
Experience:
Ability to Commute:
Ability to Relocate:
Work Location: In person
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