Document Management Specialist

Metropolitan Council; Minneapolis (MN); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Tuition reimbursement

Hybrid role

Job summary

Metropolitan Council is hiring a Document Management Specialist to lead Metro Transit asset documentation, maintain the EAMS library, and develop SharePoint sites and intranet resources. The role collaborates with maintenance, operations, engineers and planners to integrate asset data during commissioning, decommissioning and upkeep.

The ideal candidate will have expertise in electronic document management, strong technical writing, and the ability to build standardized templates and guides.

Qualifications

• Experience in electronic document management systems and libraries.
• Strong writing, editing and documentation skills.
• Familiarity with asset management documentation and records.
• Ability to gather and organize information from multiple stakeholders.

Responsibilities

• Lead and manage the asset-related documentation library for Metro Transit.
• Develop and maintain SharePoint sites and intranet assets.
• Coordinate documentation workflows during commissioning and maintenance events.
• Create templates, procedures and user guides for EAMS documentation.
• Provide training on EAMS documentation procedures.

Skills

Electronic docs

Documentation systems

Technical writing

Organizational skills

Print & online resources

Problem solving

Collaboration

Education

High school diploma

Associate's degree

Bachelor's degree

Tools

SharePoint

MS Visio

Power BI

Application Xtender

Arbortext/Windchill/Titania

eBuilder

Job description

We are the Metropolitan Council, the regional government for the seven-county Twin Cities metropolitan area. We plan 30 years ahead for the future of the metropolitan area and provide regional transportation, wastewater, and housing services. More information about us on our website.

We are committed to supporting a diverse workforce that reflects the communities we serve.

Metro Transit is one of the country's largest transit systems, employs more than 3,000 people, and provides more than 80 million rides a year through an integrated network of buses, light rail and commuter trains, as well as resources for those who carpool, vanpool, walk or bike in the Twin Cities.

How your work would contribute to our organization and the Twin Cities region:

The Document Management Specialist will lead, manage, develop and maintain the overall Metro Transit asset-related documentation library and related electronic and manual systems used to support the asset management documentation. This position will work in collaboration with departments within Metro Transit.

• Coordinate, lead, develop, organize, maintain and utilize asset-related documentation library in compliance with Met Council, Metro Transit and other governing agencies’ standards and regulatory requirements within the asset management lifecycle,handling both digital and hard copy documents.
• Develop and implement business improvements and innovations to increase efficiency and effectiveness of document management systems.
• Work closely with maintenance, operations, engineers, technicians, planners and others to gather, support, integrate and update information related to assets during commissioning, decommissioning and maintenance events.
• Support the integration of new asset documentation into EAMS following commissioning or maintenance events.
• Develop, maintain and improve SharePoint sites. Lead Intranet development and act as a resource for stakeholders and staff. Make recommendations, guide, coordinate and assist staff in creating and improving business team sites. Create and maintain Metro Transit’s Asset Management department’s MetNet website, ensuring all web pages and documents meet established content standards and file format standards.
• Develop, implement and maintain improved and innovative for documentation processing, assignment, distribution and archiving through document templates, procedures and user guides related to EAMS documentation practices.

• Develop, perform and provide assistance and training related to EAMS documentation procedures.
• Performs other related duties as assigned or apparent.

Any of the following combinations of experience (working in a library, content management or other electronic technical document management environment) and completed education (in Library Science, Information Management or directly related field):

• High school diploma/GED with five (5) years of experience.
• Associate's degree with three (3) years of experience.
• Bachelor's degree with one (1) year of experience.

What additional skills and experience would be helpful in this job (desired qualifications):

• Experience with public sector, construction and/or transportation document management.
• Experience with Application Xtender, Arbortext/Windchill/Titania, SharePoint, MS Visio, Power BI and/or eBuilder.
• Understanding of asset lifecycle management (acquisition, maintenance, disposal) and related documentation.
• Knowledge of principles of asset management documentation, files, record drawings, GIS.
• Experience with local, state or federal document management requirements.
• Ability to promote an equitable, positive and respectful work environment that values cultural and diversity among all employees.

What knowledge, skills and abilities you should have within the first six months on the job:

• Knowledge of electronic document management systems.
• Skilled in the use of print and on-line information resources, strong technical expertise.
• Strong organizational skills including detail, accuracy and work priority assignment.
• Strong technical writing skills.

• Able to prepare and update document templates, procedures and user guides to support team consistency.
• Ability to work both collaboratively and independently depending upon needs; self-motivated.
• Ability to problem solve issues.
• Knowledge of issues and trends in information storage and retrieval and web technology.
• Ability to build and maintain collaborative working relationships with support staff, technical professional staff and management.

What you can expect from us:

• Weoffertheopportunity tomakeadifferenceandpositively influencetheTwinCities metropolitan area.
• Weencourage ouremployees todeveloptheirskillsthroughon-sitetraining andtuition reimbursement.
• We provide a competitive salary, excellent benefits and a good work/life balance.

More about why you should join us!

Union/Grade: Non Represented Grade E

FLSA Status: Non-Exempt

Safety Sensitive: No

Work Environment: You would perform your work in a standard office setting. Work may sometimes require travel between your primary work site and other sites. This is a hybrid role.

Steps of the selection process:

1. We review your minimum qualifications, education and experience.
2. We rate your education and experience
3. We conduct a structured panel interview
4. We conduct selection interview(s) with final candidate/s.

Once you have successfully completed the steps above, then:

If you are new to the Metropolitan Council, you must pass a drug test (safety sensitive positions only), and a background check that verifies education, employment, and criminal history. A driving record check and/or physical may be conducted if applicable to the job. If you have a criminal conviction, you do not automatically fail. The Metropolitan Council considers felony, gross misdemeanor and misdemeanor convictions on a case-by-case basis, based on whether they are related to the job and whether the candidate has demonstrated adequate rehabilitation.

If you are already an employee of the Metropolitan Council, you must pass a drug test (if moving from a non-safety sensitive position to a safety sensitive position) and criminal background check if the job you're applying for is safety sensitive, is a supervisory or management job, is in the Finance, Information Services, Audit, or Human Resources departments, or has access to financial records, files/databases, cash, vouchers or transit fare cards. A driving record check and/or physical may be conducted if applicable to the position.

IMPORTANT: If you make a false statement or withhold information, you may be barred from job consideration.

The Metropolitan Council is an Equal Opportunity, Aff… veteran-friendly employer. The Council is committed to a workforce that reflects the diversity of the region and strongly encourages persons of color, members of the LGBTQ community, individuals with disabilities, women, and veterans to apply. If you have a disability that requires accommodation during the selection process, please email [e-mail].