Document Management Specialist

Metropolitan Council; Saint Paul (MN); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Hybrid work flexibility

Equal opportunity employer

Job summary

The Metropolitan Council is seeking a Document Management Specialist to lead and coordinate records management for Transit Facilities. You will design and maintain SharePoint libraries and ensure documentation is organized and compliant with standards.

Collaborate with Facilities Maintenance, Engineering & Construction, and Real Estate to improve accessibility and accuracy of project closeout documentation, warranties, contracts, and manuals. Hybrid work arrangements are available.

Qualifications

• High school diploma or GED with five years of experience in library, content management or electronic document management environment.
• Associate's degree with three years of experience in document management or related field.
• Bachelor's degree with one year of experience in document management or related field.

Responsibilities

• Design, develop, and maintain SharePoint libraries and document management solutions for Facilities Maintenance operations.
• Coordinate collection, organization, and storage of project closeout documentation (as-builts, warranties, contracts, manuals).
• Support SOP management systems to establish standardized document practices.
• Maintain Facilities Maintenance SharePoint intranet content and assist with drive organization and migrations.
• Collaborate across Facilities Maintenance, Engineering & Construction, and Real Estate to improve records management efficiency and accessibility.
• Conduct research and information retrieval for warranties, property records, and other docs.
• Review and digitize hardcopy records and ensure compliance with ECM standards and retention schedules.
• Provide guidance and training for SharePoint, MS Teams, retention policies, and document management best practices.

Skills

SharePoint

Microsoft Teams

Documentation management

Collaboration

Education

High school diploma/GED

Associate's degree

Bachelor's degree

Tools

SharePoint

MS Visio

ArborText

Windchill

Titania

AppEnhancer

E-builder

PowerAutomate

Job description

WHO WE ARE

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 and coordinate document and records management supporting Transit Facilities. This position ensures that operational, technical, and project documentation is organized, accessible, and managed in accordance with Metropolitan Council standards. The role develops and maintains digital technical libraries for Facilities Maintenance and oversees the collection and management of construction project closeout documentation.

This posting will establish a six (6) month eligibility pool for current and future openings.

What you would do in this job

• Design, develop, and maintain SharePoint libraries and document management solutions to support Facilities Maintenance operations and improve information accessibility.
• Coordinate collection, organization, and storage of project closeout documentation, including as-built drawings, warranties, contracts, maintenance manuals, and procurement records.
• Support implementation and administration of enterprise Standard Operating Procedure management systems to establish standardized document management practices.
• Maintain Facilities Maintenance SharePoint intranet content and assist with shared drive organization, permissions management, and document migration efforts.
• Collaborate with Facilities Maintenance, Engineering & Construction, and Real Estate teams to improve records management efficiency, transparency, and accessibility.
• Conduct research and information retrieval activities, including locating warranties, agreements, property records, and other operational documentation.
• Review and digitize hardcopy records, establish digitization priorities, and ensure compliance with Enterprise Content Management standards and retention schedules.
• Provide guidance, training, and support for SharePoint, Microsoft Teams, records retention, Standard Operating Procedure templates, and document management best practices.

What education and experience are required for this job (minimum qualifications)

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 Technology, Business Administration, Communications, English, 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 AppEnhancer, Standard Operating Procedure management tools, SharePoint, MS Visio, Enterprise Asset Management or Enterprise Resource Planning systems.
• Knowledge of facilities or construction 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.
• Knowledge of agency programs to effectively develop collections and provide users with relevant information resources.
• Knowledge of product issues and trends related to content management technology.
• Knowledge or become familiar of Standard Operating Procedure management tools such as ArborText/ Windchill/ Titania.
• Knowledge of problem solving and resolution skills.
• Knowledge or become familiar of document storage systems such as E-builder or AppEnhancer.
• Skilled in the use of print and on-line information resources.
• Skilled in Microsoft products such as SharePoint, Word, Visio, Excel, PowerPoint
• Strong organizational skills including detail and accuracy.
• Ability to work both collaboratively and independently depending upon needs; self-motivated.
• Ability to problem solve issues.
• Ability to build and maintain collaborative working relationships with support staff, technical professional staff and management.
• Ability to manage multiple projects.
• Ability to lead cross departmental teams.
• Ability to learn new tools such as PowerAutomate.

What you can expect from us:

• We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area.
• We encourage our employees to develop their skills through on-site training and tuition reimbursement.
• We provide a competitive salary, excellent benefits, and a good work/life balance.
• Career advancement opportunities.

More about why you should join us!

Additional information

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 role is eligible for hybrid flexibility.

Steps of the selection process:

1. 1. We review your minimum qualifications, education and experience.
2. 2. We rate your education and experience
3. 3. We conduct a structured panel interview
4. 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 which 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, Affimative Action, and 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].