Document Control and Records Specialist

Thanks for your interest in Oklo! We are searching for a Document Control and Records Specialist to join our team.

Position Description

The Document Control and Records Specialist is responsible for the day-to-day administration of Electronic Document Management System (EDMS) workflows supporting document control and records management to ensure documents and records are created, maintained, and managed in accordance with business and regulatory requirements.

Specific responsibilities may include:

• Manage controlled documents throughout their lifecycle by coordinating reviews and processing document approval, release, revision, supersession, cancellation, and obsolescence while ensuring document integrity and revision control.
• Process incoming records through the records lifecycle by validating, classifying, indexing, and maintaining metadata while ensuring accurate filing, retention, retrieval, archival, and disposition.
• Perform detailed quality control checks of controlled documents and records to verify completeness, accuracy, legibility, required approvals, document identifiers, revisions, formatting, metadata, and final acceptance requirements.
• Maintain appropriate access permissions for controlled documents, records, and system users.
• Monitor document and records workflow queues and follow up on incomplete, delayed, or nonconforming submissions.
• Communicate routinely with internal customers across multiple departments regarding document requests.
• Provide first-line user support for EDMS tools, workflows, and routine document and records requests by retrieving controlled documents for authorized users, troubleshooting file access and availability issues, directing users to appropriate resources, and escalating issues as needed.
• Escalate system, workflow, access, or compliance issues that cannot be resolved using established guidance.
• Support the Document Control Manager with program initiatives and process improvements, including updating or drafting policies, procedures, and work instructions.
• Assist with maintaining controlled templates, forms, logs, and indexes.
• Generate routine reports and metrics related to document control and records management activities.
• Maintain confidentiality and appropriately handle sensitive, proprietary, or restricted information.

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