Under direct supervision of the Manager – Asset Management Systems the Asset Records Specialist will propose, implement, update, and maintain the processes, procedures, goals, and policies necessary to provide the protection, accessibility, and lifecycle compliance for the Company’s physical and electronic asset records.
This position will have responsibility for executing the asset records program . The asset records program includes the governance of asset records which includes the following:
Customer facilities: > 1,000,000
Transmission Pipeline Records: > 47,000 totaling over 66 GB
Over 2,700 miles of Transmission
Over 25,000 miles of Distribution
Records located in resource centers and central repository
Nature and Scope:
The Asset Records Specialist reports to the Manager – Asset Management Systems. The Specialist is responsible for ensuring compliance with national records management standards, applicable laws, regulations, policies, standards, and procedures (e.g., Sedona Guidelines, Federal Rules of Civil Procedure pertaining to eDiscovery, Freedom of Information and Protection of Privacy Acts, NARUC, PNMSA, etc.). The incumbent interacts with operations and engineering departments to collaborate on processes, procedures and documentation. He/she also provide services and support to all business areas as related to asset records management.
Implement and execute Records and Information Management (RIM) of asset records in adherence to company policies.
Perform quality control and audits of records for content and adherence to standards.
Develop reports to measure the performance of adherence to standards.
Ensure compliance with national records management standards, applicable laws, regulations, policies, standards, and procedures.
Assist with legal holds, document production orders, and eDiscovery processes.
Acts as a liaison with Field Operations and Engineering departments to determine current automated and manual records retention processes, define needs, coordinate system and data integration and define required output and user documentation.
Prepare documents for use and storage.
Monitor record repositories to ensure existing business records are stored in a controlled environment with secure access.
Ensure that fixed asset processes and contractors comply with records and content management requirements.
Assist with search and retrieval of documents (all media & formats).
Perform research and recommend improvements or updates to RIM standards, processes, procedures, policies, systems, and performance measures.
Identification of documents to be considered records.
Categorization of asset records.
Assist with records requests.
Assist with corporate RIM awareness campaigns.
Communicate with internal customers.
Provide services and support to all business areas regarding execution of standards and processes related to asset records management.
Perform other duties as assigned.
Knowledge, Skills & Abilities:
Associate’s Degree in Computer Science, Information Management, Engineering, or related field or equivalent work experience with progressive RIM responsibilities
Experience working with the Microsoft Office Suite
Experience working with construction and engineering documents
Experience working with complex filing systems (hard copy and electronic)
Excellent verbal/written communication skills
Experience handling confidential, privileged, and/or proprietary records
Understanding of generally-accepted RIM policies, procedures, and emerging trends
Knowledge of and experience with electronic content management/RIM systems (including inputting, coding, and managing data and data elements of records)
Excellent Interpersonal skills (interacting with individuals at all levels within organization)
Creativity and problem-solving abilities
Sound business judgment
Strong work ethic
Experience with digitization and related techniques
Strong organizational skills
Time-management and multi-tasking skills
Desired Qualifications :
Bachelor’s Degree in in Computer Science, Information Management, Engineering, or related field
Experience using Microsoft SharePoint
CRM and/or CIP designation
Experience delivering communication campaigns and training
Member of ARMA
Member of AIIM
Sedentary work exerting negligible amount of force frequently or constantly and/or up to 40 lbs. of force occasionally to lift, carry, push, pull, or otherwise move objects, involves sitting most of the time at a computer, but may involve walking or standing for brief periods of time
Good visual acuity and hearing
Able to work a flexible schedule to include evenings, weekends as needed
Occasional travel to other work locations and may include overnight stay
The above job description does not encompass the totality of the responsibilities, obligations, competencies, tasks, and duties required of this position, and are intended only to convey the general requirements and accountabilities sought of the employee(s) assigned to this classification and potential applicant(s). Piedmont Natural Gas Company, Inc (“Piedmont”) reserves the right, at any time and in its sole and absolute discretion, to adjust this job description and the information provided herein. This job description is not intended as, and in no way constitutes, an employment contract.
Piedmont Natural Gas - 4 months ago