Jacobs is searching for a dynamicto join our team in. In this role, you'll be responsible for assisting in the review and documentation of administrative procedures (e.g. the existing records management processes at the Edward C. Little Water Recycling Facility). With guidance, you’ll utilize an electronic tracking system for documents, including invoices, vendor records, and technical materials (e.g., engineering drawings and operational data). You’ll ensure accurate indexing for efficient document retrieval, minimize duplication, and assist in creating clear documentation such as cataloging policies or standard operating procedures. Effective communication with internal departments and occasional interaction with clients is required.
Principal Areas of Responsibility
• Responsible for filing plant/facility documents and records control in adherence with corporate standards
• Coordinates with all department managers to acquire files/records needed to be archived
• Organizes internal documents and/or files ranging from vendor files, invoices, to technical engineering drawings and specifications in a centralized system where each item can be found and retrieved easily without duplication of efforts
• Assure documentation is properly indexed according to document management system guidelines
• Responsible for assigning appropriate records retention instructions to documents and records per client/Jacobs standards
• Responsible for complying with the rules and regulations set forth by Federal, Local, and State government regarding document management and maintenance
• Immediately bring to management’s attention any suspected nonconformance regarding all facility procedures and/or legal requirements
• Responsible for collecting and accurate data entry of financial information into a record management system
• May assist the administrative coordinator with invoice matching of receipt information and photocopying
• Other duties may be assigned
**The position requires the selected candidate to work between 16-20 hours per week (not to exceed 1,000 hours annually) during the calendar year.
