Document Operations Specialist

We have openings for Document Operations Specialists to support Records Management in the Document Management Center (DMC). These positions will support the Superblock nuclear complex, the High Explosives Application Facility (HEAF), and/or Site 300 facilities. You will manage facility documents and records in accordance with LLNL Institutional Procedure PRO-0207, DOE Order 243.1C and all other LLNL, DOE and ES&H requirements. You may also serve as additional support in the areas of document control and procedure management. These positions are in the Strategic Deterrence (SD) Directorate.

These positions may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options, may vary based on the needs of the team and the organization. 

These positions will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

In this role you will 

• Working across functional areas, facilitate the collection and management of facility records including accountability, cataloging, processing, inventory, retrieval, and distribution of documents. 
• Ensure data input accuracy and format compliance of records documentation using multiple web-based applications, including auditing legacy metadata entry against physical records.
• Perform search and retrieval activities of electronically managed information, using database applications and physical document searches in local record storage areas, to locate archival records in support of facility management, engineers, administrators, operators, and mechanical technicians. Utilize designated Electronic Document Management Systems (EDMS) and ensure compliance with access controls.
• Archive facility documents and drawings using production and large format scanners, moving data from various media to LLNL databases. Prepare records for digitization and coordinate with Records and Information Management Team (RIM) for records that cannot be digitized.
• Electronically track and authenticate hardcopy-controlled documents, including assignments to document custodians, ownership transfers, returns, change packages, destruction, and reissues. and issuance.
• Participate in annual Record Series Inventory and support records inventory audits, readiness assessments, and compliance inspections.
• Manage requests to process documents through the LLNL Information Management system for wider release and ensure proper marking and secure handling of Controlled Unclassified Information (CUI), Unclassified Controlled Nuclear Information (UCNI), and Personally Identifiable Information (PII), following LLNL and DOE procedures.
• Maintain access and training for secure / restricted areas of assigned facilities.
• Perform other duties as assigned.

Additional job responsibilities at the A07.2 level

• Monitor records management activities for compliance with requirements, including retention schedules and disposition, and provide input for metrics on records management activities as requested by management.
• Interface with, and serve as a resource for, external customers regarding document control practices, records management, and configuration management, including onboarding/offboarding, user training, and education on requirements. 
• Identify and implement actions for improvement in the areas of efficiency, workflow documentation, and customer service, and participate with Technical Subject Matter Experts (SMEs) in developing improvements for records database applications.

• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Experience in document management, controlled document distribution, and/or record keeping systems.
• Experience interfacing with personnel at multiple levels of an organization and communicating technical information to users.
• Experience effectively applying good judgment, discretion, and problem-solving skills to identify solutions and resolve issues.
• Experience working as part of a multidisciplinary team in a technical support environment, collaborating with others, and recommending process improvements.
• Effective communication and organizational skills, customer support, task prioritization, and a high attention to detail and accuracy.
• Experience formatting documents utilizing templates, applying intermediate computer software skills (Microsoft Office), and employing accurate keyboarding, editing, grammar, and proofreading skills.
• Experience with or ability to learn EDMS such as SharePoint or FileMaker Pro, and familiarity with digitization and electronic records management practices.

Additional qualifications at the A07.2 level

• Comprehensive knowledge of document control and records management practices for government agencies, engineering, construction, or a related field.
• Demonstrated ability to work independently, interpreting and applying instructions and procedures; advanced organizational skills and follow through; experience coordinating multiple work activities; experience identifying and implementing process improvements.

Qualifications We Desire

• Working knowledge of LLNL documents and records management policies and procedures, and of business processes and operations at Site 300, HEAF, and/or Superblock.
• Knowledge of Windchill and Enterprise Lifecycle Management (ELM), Adobe Acrobat, FileMaker Pro, and/or SharePoint.

#LI-Hybrid

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2025 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Our values - visit https://www.llnl.gov/inclusion/our-values

Site 300

Site 300 is an experimental test site operated by LLNL.  Situated on 7,000 acres in rural foothills approximately six miles southwest of downtown Tracy and 15 miles southeast of Livermore, Site 300 hosts approximately 200 employees with expertise in such fields as engineering, chemistry, biology, and environmental restoration. Employees assigned to work at Site 300 may be exposed to the organism that causes San Joaquin Valley Fever (coccidioidomycosis).

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance.  If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing.  Q-level clearance requires U.S. citizenship. 

Pre-Employment Drug Test

External applicant(s) selected for this position must pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession.  This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.  

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas.  Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings.

Pre-Placement Medical Exam

A job related pre-placement medical examination may be required.

How to identify fake job advertisements

Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under “Find Your Job” of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.

To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

Equal Employment Opportunity

We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, pregnancy, protected veteran status, age, citizenship, or any other characteristic protected by applicable laws.

Reasonable Accommodation

Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory.  If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request. 

California Privacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitles job applicants, employees, and non-employee workers to be notified of what personal information LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here.