FILE MANAGEMENT SPECIALIST

Job Description

File Management Specialist

BB&E is a full service civil and environmental engineering and consulting firm, headquartered in Northville, Michigan, which services both the Federal and Industrial sectors throughout the United States. BB&E team members provide Environmental Consulting, Facilities Engineering and Program/Project Management Services to Federal and private sectors.Position Summary

BB&E is seeking a dynamic and detail-oriented File Management Specialist to join our team to provide project delivery business process support services to the United States Army Corps of Engineers (USACE), Caribbean District (South Atlantic Division [SAA]) in Puerto Rico which is responsible for managing the planning, design, and construction of Civil Works, Military and Interagency and International Support (IIS) Projects throughout the Caribbean region. The ideal candidate will establish and maintain effective file management systems, ensuring compliance with government standards while facilitating seamless access to critical project documentation for multidisciplinary teams. This onsite support will include scanning and organizing all files in the San Juan, USACE District Office, coordinating with the USACE SAA personnel and with the GIS tech. Job Duties & Responsibilities

File Organization & System Design

Develop and implement standardized systems for digital and physical file management

Create clear and comprehensive file organization guidelines, including naming conventions, folder structures, and classification systems

Audit and review file systems periodically to ensure adherence to organizational standards and government requirements

Documentation & Record Management

Oversee the maintenance and storage of project documentation, ensuring accurate and timely updates to all records

Monitor document lifecycles, including archiving, retention schedules, and secure disposal of outdated records in compliance with USACE policies

Create detailed documentation to guide staff in adopting and maintaining file management best practices

Digital Transformation & Support

Support the transition from physical file systems to digital platforms, including scanning, indexing, and categorizing existing documentation

Provide technical assistance in using file management software and systems, troubleshooting issues as needed

Collaborate with IT personnel to ensure secure and efficient storage solutions for digital files

Compliance & Quality Assurance

Ensure all documentation meets USACE and federal standards for classification, access control, and security

Conduct regular audits of files and records to identify inconsistencies or errors and implement corrective actions

Assist in preparing files and records for internal and external reviews, including audits and inspections

Training & Communication

Develop and deliver training sessions on file management processes, software tools, and compliance requirements

Act as a point of contact for staff inquiries regarding file organization, access, and retrieval

Prepare and distribute updates on changes to file management policies or proceduresKey Qualifications

U.S. Citizenship and the ability to obtain/maintain a NACI/CAC is required

Certification in records management or document control, such as CRM (Certified Records Manager) or ECM Practitioner is preferred

Technical and Soft Skills

Familiarity with records management standards such as ISO 15489 or DoD 5015.2

Exceptional attention to detail and organizational skills

Strong problem-solving skills and the ability to adapt to changing priorities

Willingness to travel to project sites within the Caribbean region as needed

Knowledge of federal and military standards for document control and file management

Strong Communication Skills: Excellent verbal and written communication skills, with the ability to effectively convey complex technical concepts to diverse audiences; bilingual proficiency in English and Spanish to support diverse teams in the Caribbean region is preferred

Software: Proficiency using MS Office software including Excel, Word, and PowerPoint and file management tools; experience with document control software, such as SharePoint, Documentum, or Laserfiche, is preferred

Self-Starter: Highly motivated, with the ability to manage multiple tasks and deadlines autonomouslyExperience & Education

Experience: A minimum of 5 years of experience in file management, document control, or related administrative roles with demonstrated expertise in managing large volumes of digital and physical records in a highly regulated environment is required; experience working with federal agencies, particularly the U.S. Army Corps of Engineers (USACE) is preferred

Education: A minimum of a Bachelor’s degree from an ABET accredited university in Information Management, Library Science, Business Administration, or a related field is requiredPhysical Requirements

Ability to stand/walk/climb/kneel/crouch and remain in a stationary position/sit at least 60% of the time

Ability to operate office equipment, including computer, copy machine, phone, etc.

Ability to use hands to finger, handle or feel objects or controls; reach with hands and arms

Capable of lifting up to 10 lbs.

Ability to see details of objects that are less than a few feet away

Ability to understand the speech of another person, speak clearly so listeners can understand, and talk or hear both in person and by telephone

Compensation, Benefits & Perks

Competitive compensation packages

Discretionary bonus

*Medical, Dental, and Vision Insurance with health care concierge

*Employer provided Short-Term & Long-Term disability

*Employer provided Life insurance

*Employee options for supplemental life, supplemental accident, critical illness, hospital indemnity, and Identity theft protection benefits

Tuition reimbursement & professional development

Employee referral program

Employee discounts

Employee Assistance Program (EAP)

Pet insurance discount

*Applies only to full-time employees

* Equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

Full-time