Facilities Specialist 3 (Enterprise Document Management Specialist)

Penn State University

University Park Campus
Campus City:
University Park, PA
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
03 – H – Exempt
Work Unit:
Office of Physical Plant
Work Control
Full/Part Time:


The Work Control Division of the Office of Physical Plant (OPP) is seeking an Enterprise Document Management Specialist to develop guidelines for future document management processes and support the implementation of the current and future Enterprise Document Management system. This person will be a team member of the Facility Asset Management (FAM) group within the Work Control Division, and is required to support the use of DocFinity, an enterprise content management system, and gather information from current construction management information systems (i.e. e-Builder, etc.). This position also supervises staff to maintain the Enterprise Document Management system. This person will work closely with internal departments to understand their informational needs as well as ongoing design and construction projects to determine how and when information is to be delivered to OPP. This position also works with external customers and business partners to provide guidance and recommend solutions that will enable the organization to achieve its goals, while ensure the integrity of the application and data processes via best management practices. Essential functions of this position include: Development of ongoing project close-out procedures and capturing best practices in regards to enterprise document management; development and implementation of an immediate and future strategy for collecting, organizing, indexing and managing documents across OPP; utilize knowledge of enterprise document management process to create process rules; development and implementation of a legacy document scanning and indexing operation; assist with the development of contract language for future projects to support the enterprise document management business plan; act as liaison between ongoing projects (i.e. designers and contractors) and OPP to translate enterprise document management business requirements; assist with technical specifications for IT to support the purchase and deployment of new hardware, systems or applications; provide application support and training; act as a key contact person for Enterprise Document Management applications for functional users; provide guidance and expertise in application practices to the business; evaluate new applications or evolving business needs and identifying system requirements, including design, testing and training; and solve problems with strong troubleshooting skills accompanied with a broad perspective across the enterprise - recognizing problems which may span multiple applications. Typically requires a Bachelor's degree or higher plus three years of related experience, or an equivalent combination of education and experience. A Bachelor's degree in Business Administration, Computer Science, Information Technology, Engineering is preferred. Experience in DocFinity or similar Enterprise Document Management application is required, certifications a plus. Candidates must have: Strong customer service skills; in-depth knowledge of the document management philosophies including the collection, organization and dissemination of information; knowledge of methodologies and technical aspects within an enterprise document management system; ability to rapidly comprehend the functions and capabilities of new technologies; ability to identify, capture and translate business requirements for Enterprise Document Management to functional users; and excellent verbal and written communication skills, including presentation, facilitation and negotiation skills.

These salary bands have been established to provide salary guidelines for staff positions.

Salary Band Minimum Midpoint Maximum
A $16,584 $24,456 $32,328
B $18,240 $26,904 $35,556
C $19,728 $29,592 $39,456
D $21,708 $32,568 $43,416
E $24,312 $36,468 $48,612
F $27,228 $40,848 $54,456
G $30,012 $45,744 $61,500
H $34,188 $52,140 $70,080
I $38,988 $59,424 $79,908
J $43,716 $67,740 $91,812
K $50,712 $78,600 $106,488
L $58,836 $91,176 $123,528
M $68,232 $105,756 $143,292
N $80,508 $124,788 $169,068
O $93,492 $147,252 $201,024
P $110,340 $173,760 $237,192
Q $126,396 $199,056 $271,728
R $151,668 $238,872 $326,088