Document Management Specialist

The Document Management Specialist will work as part of the Quality Assurance team in maintaining a compliant, standardized and efficient document management system across the OASIS program. This role supports the QA function of the program by ensuring all controlled documents, including policies, procedures, work instructions, forms and records etc., are properly created, formatted, reviewed, distributed and archived in accordance with program requirements and ISO 9001:2015 standards

The Document Management Specialist position is hands on and focuses on the daily coordination and control of documents across all departments. The Document Management Specialist will manage the central document library, monitor revisions and approvals, and ensure that only current versions are available for use. They work closely with all departments to collect, organize, and standardize documents, applying consistent templates, naming conventions, document numbering, and layouts. This role also includes reviewing document submissions for accuracy and formatting, archiving outdated documents, maintaining version history, and supporting audits by ensuring all documentation is complete and easily accessible.

To be successful in this role you must have a keen eye for detail, be self-motivated and able to work independently while remaining supportive of the goals of the overall QA team. You should be confident in your decision making, comfortable seeking guidance when needed and capable of managing deliverables without constant oversight. This position requires strong interpersonal skills, with the ability to work effectively with other departments, addressing non-compliance constructively. Flexibility, professional judgement and the ability to adapt communication styles to different stakeholders are essential to the success of this position.

ESSENTIAL RESPONSIBILITIES

Responsibilities/Duties

• Maintain and administer the Programs document management system in alignment with QA policies
• Support the creation, review, approval and publication of Site documents, ensuring proper version control and distribution
• Responsible for the creation and maintaining of all documents related to the QA department including polices, procedures, forms, templates, guides, work instructions etc.
• Coordinate document standardization efforts, including the development of templates, naming conventions and document frameworks
• Conduct periodic audits of documents to ensure compliance and currency
• Collaborate with departments and process owners to provide advice and support on the structure, organization and maintenance of all documents
• Maintain an up-to-date library of current approved documents and archive all superseded versions
• Provide support and guidance on document management processes and tools
• Identify and implement continuous improvement (CI) in document control systems and processes
• Review documents related to Site audits and work with the Quality Assurance Specialists to identify areas of focus within audits
• Support the QA team in other duties such as audits and risk management activities as needed
• Creation and updating of QA reports as needed
• Ensure, promote, and maintain health and safety practices/compliances at site and within the workplace
• Any other reasonable duties as requested

QUALIFICATIONS

Minimum Essential

• Equivalent demonstrated experience

Field: Business Administration or related field.

Desirable

• Undergraduate degree in related field
• Certificate III – Business – or higher (Records and Information Management)

TICKETS AND LICENCES

Minimum Essential

• Drivers License

EXPERIENCE AND SKILLS – Minimum Essential

Minimum Essential

• Proficient in Microsoft 365 applications
• Experience with Adobe Acrobat Pro (preferred not essential)
• Experience with SAP Document Library systems (preferred not essential)

WORK ENVIRONMENT, PHYSICAL DEMANDS, AND MENTAL DEMANDS

• The position is desk based and sedentary in nature, the ability to lift items up to 5kgs may be required occasionally.

SECURITY CLEARANCE REQUIREMENT

It is a condition of employment that employees obtain and retain the appropriate level of security clearance and medical clearance applicable to each role. The employee will require an NV1 level Department of Defense Security clearance (Australian) or Secret Clearance (US) with a possibility of upgrade to Top-Secret Positive Vetting (TSPV) Department of Defense Security Clearance (Australian) or TS/SCI (U.S.) clearance w/ Poly.

STATEMENT OF WORK REQUIREMENTS

All personnel assigned to work shall be:

• At least 18 years of age.
• Able to fluently read, write and speak English

EHS REQUIREMENT

All Amentum personnel are responsible for understanding and complying with all sites environmental, health and safety requirements. While Amentum is responsible for providing a safe workplace and is responsible for ensuring compliance with requirements of the EHS Handbook, each person is responsible for:

• Completing work tasks in a safe manner
• Reporting any unsafe acts or conditions to their supervisor and/or PMO/EHS Manager
• Continuous adherence to the environmental, health and safety procedures outlined in the EHS Handbook during the performance of their work
• Red-Carding a Job - Employee right and responsibility to “STOP WORK” if a job is unsafe or possess a danger to the environment

QUALITY REQUIREMENT

Quality is the foundation for the management of our business and the keystone to our goal of customer satisfaction.  It is our policy to consistently provide services that meet customer expectations.  Accordingly, each employee must conform to the Amentum Quality Program and carry out job activities in compliance with the Quality System documents and customer contracts.  Each employee must read and understand their Quality Management and Customer Satisfaction responsibilities.

PROCEDURE COMPLIANCE

Each employee must read, understand and implement the general and specific operational, safety, quality and environmental requirements of all plans, procedures and policies pertaining to their job.

The Document Management Specialist will work as part of the Quality Assurance team in maintaining a compliant, standardized and efficient document management system across the OASIS program. This role supports the QA function of the program by ensuring all controlled documents, including policies, procedures, work instructions, forms and records etc., are properly created, formatted, reviewed, distributed and archived in accordance with program requirements and ISO 9001:2015 standards

Amentum is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, sex, sexual orientation, pregnancy (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, ancestry, United States military or veteran status, color, religion, creed,  marital or domestic partner status, medical condition, genetic information, national origin, citizenship status, low-income status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law. Learn more about your rights under Federal laws and supplemental language at Labor Laws Posters.