Document Specialist (Intern)

Summary

General Description

Under limited supervision, the Document Specialist will work with Engineers, Technicians, and other support staff to properly convert process steps into properly formatted documents, maintain document templates., maintain a storage system for files, drawings, Inspection Test Records, Non-Conformance reports and Operating/Maintenance Procedures.

Responsibilities and Duties

• Support MARS operations by reviewing and maintaining current policies and procedures in line with operational and administrative activities at MARS.
• Organizing the MARS Document Control and archiving system.
• Labeling, sorting, and categorizing documents for ease of use.
• Retrieving documents upon request.
• Adhering to regulatory requirements.
• Working with colleagues to ensure consistency of documentation practice across the company.
• Guides employees on efficient documentation usage.
• Ensuring documentation integrity.
• Controlling access to documents.
• Removes obsolete documents.
• Utilizing storage software and applications for electronic filing.
• Performing transcription and conversion work.
• Proofreading documents upon request.
• Assisting with both internal and external audits.
• Other duties as assigned.

The above statements describe the general nature and level of work being performed by people assigned to this title. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. They are not intended to limit or in any way modify the right of supervisors to assign, direct, and control the work of employees under their supervision.

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Employment Standards

General Education

Current enrollment in an associate or bachelor’s degree program from an accredited college or university with major studies in project management, public administration, business, engineering, or science.

Job-Related Experience:

• Must be proficient with typing, scanning, and administrative technology.
• Must be proficient in Microsoft Office programs with advanced Word, Excel, and PowerPoint skills.
• Must be familiar with Microsoft Office 365, SharePoint, and Teams.
• Must understand, follow and promote OSHA safety guidelines in the workplace.

Certifications

Not Applicable

Licenses, etc.

Valid driver's license is necessary while operating a vehicle while on agency business.

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Conditions of Employment

Knowledge

Basic knowledge of electronics and data processing principles and computer equipment.  Knowledge of computer system design, hardware, Novel Networks, and security software is preferable.

Skills

Use of computers, printers, and related electronic equipment.

Abilities

Ability to communicate well verbally and in writing; work effectively with other agency staff and vendors; manage multiple tasks; consistently meet deadlines; participate in short- and long-range planning for the agency.

Physical Demands

Must be able to list up to 50 lbs.  

Specific vision abilities required by this job include close, distant, color, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here represent those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly exposed to fieldwork on operational launch pads.  This work environment involves significant risks with exposure to potentially dangerous or highly adverse conditions such as:

• High-pressure systems
• Airborne particles
• Cryogenic systems
• Working near moving mechanical parts
• Fumes
• Risk of electrical shock
• Outdoor conditions (heat, cold, humidity, etc.)
• Loud/excessive noise