Documentation Specialist 1

Position Overview

BLOC Resources is seeking a highly organized and detail-oriented Documentation Specialist 1 to support Southern Company operations in Birmingham, Alabama.

The Documentation Specialist will provide document services, procedure administration, records management, and technical documentation support within a highly regulated business environment. This position is responsible for helping ensure documents and records are accurately processed, formatted, reviewed, classified, maintained, retrieved, and stored in accordance with established procedures and governance requirements.

The successful candidate should be comfortable working with Electronic Document Management Systems (EDMS), document control or content management platforms, Microsoft Office applications, electronic records, and high-volume document workflows.

This role requires excellent attention to detail, strong organizational and communication skills, and the ability to work independently while consistently following established processes and documentation standards.

Key Responsibilities

Document Control & Document Services

• Process, review, revise, format, and maintain controlled documents and procedures.

• Provide day-to-day document services support to internal users and business teams.

• Review documents for accuracy, completeness, formatting, and compliance with established standards.

• Maintain document version control and ensure appropriate documentation is available to authorized users.

• Assist with processing document and procedure revisions through established workflows.

• Support document quality-control activities before documents are finalized or released.

• Maintain consistency in document formatting, organization, and presentation.

Electronic Document Management

• Work within Electronic Document Management Systems (EDMS), document control systems, and content management platforms.

• Manage document workflow queues and process assigned documentation activities.

• Enter, review, update, and maintain document information and metadata.

• Assist users with document management processes and system navigation.

• Support accurate electronic filing and organization of business records.

• Learn and apply system-specific procedures, workflows, and governance requirements.

• Support ongoing document management system modernization and upgrade activities as assigned.

Records Management

• Support records management activities involving the classification, retention, filing, retrieval, inventory, and disposition of records.

• Maintain accurate records inventories and associated documentation.

• Retrieve physical and electronic records in response to business needs.

• Assist with organizing records storage areas and electronic repositories.

• Ensure records are maintained according to established records-management requirements.

• Support records retention and disposition activities.

• Maintain accurate tracking information for documents and records.

Procedure Administration

• Assist with creating, revising, reviewing, formatting, and processing controlled procedures.

• Support procedure development and governance activities.

• Ensure procedure revisions follow established workflows and approval processes.

• Maintain accurate documentation associated with procedure changes.

• Perform quality checks for formatting, completeness, metadata, and compliance with established standards.

• Coordinate with document owners and other stakeholders to resolve documentation issues.

Technical Documentation

• Format and quality-check technical documents.

• Review documents for consistency, readability, accuracy, and compliance with established formatting requirements.

• Provide technical writing, editing, proofreading, and document-formatting support.

• Assist with organizing complex information into clear and professionally formatted documentation.

• Maintain accuracy when processing high volumes of technical and administrative documents.

Document Imaging & Digitization

• Support records digitization and electronic file organization.

• Scan and convert physical documents and records into approved electronic formats.

• Operate document imaging, scanning, microfilm, or other media-conversion equipment as required.

• Review scanned documents for readability, completeness, and quality.

• Support indexing and organization of digitized records.

• Assist with migration of physical records into electronic document-management environments.

Metadata & Data Quality

• Maintain accurate document metadata and indexing information.

• Review document information for completeness and consistency.

• Identify and correct documentation or data-quality issues within assigned authority.

• Support document migrations, metadata management, workflow processing, and data-quality initiatives.

• Maintain accurate information across document-management and records systems.

Required Qualifications

• Experience working with Electronic Document Management Systems (EDMS), document control systems, or content management platforms.

• Strong technical writing, document formatting, proofreading, and editing skills.

• Experience creating, revising, reviewing, or processing controlled documents and procedures.

• Proficiency with Microsoft Office applications, including:

  • Microsoft Word

  • Microsoft Excel

  • Microsoft Outlook

  • Microsoft SharePoint

• Ability to maintain accuracy while managing high volumes of documents, records, and workflow activities.

• Strong written and verbal communication skills.

• Strong organizational and time-management capabilities.

• Ability to work independently while following established processes and governance requirements.

• Strong attention to detail.

Preferred Qualifications

• Experience with OpenText Documentum or a comparable enterprise document-management system.

• Experience supporting procedure development, procedure governance, or document-control programs.

• Records-management experience involving:

  • Records classification

  • Retention

  • Filing

  • Retrieval

  • Inventory

  • Disposition

• Experience working within a nuclear, utility, engineering, manufacturing, quality assurance, or other highly regulated environment.

• Experience supporting document migrations.

• Experience with metadata management.

• Experience managing electronic workflow processes.

• Experience supporting data-quality initiatives.

• Familiarity with records digitization, indexing, and electronic file organization.

Technical Skills

The successful candidate should demonstrate proficiency or experience in several of the following areas:

• Electronic Document Management Systems (EDMS)

• OpenText Documentum

• Document Control Systems

• Content Management Platforms

• Microsoft Word

• Microsoft Excel

• Microsoft Outlook

• Microsoft SharePoint

• Technical Writing

• Document Formatting & Editing

• Records Management

• Controlled Documents

• Procedure Administration

• Metadata Management

• Document Indexing

• Records Digitization

• Document Imaging & Scanning

• Workflow Processing

• Data Quality

• Electronic File Organization

Knowledge & Competencies

The successful candidate should demonstrate:

• Exceptional Attention to Detail

• Document & Records Accuracy

• Organization & Prioritization

• Technical Writing

• Editing & Proofreading

• Quality Control

• Records Management

• Document Governance

• Data Quality

• Problem Solving

• Customer Service

• Written & Verbal Communication

• Independent Work

• Process Compliance

• Adaptability

• Ability to Learn New Technology Quickly

Typical Work Activities

Day-to-day responsibilities may include:

• Processing document and procedure revisions.

• Managing workflow queues within an EDMS.

• Formatting and quality-checking technical documents.

• Maintaining document metadata and records inventories.

• Supporting records storage and retrieval.

• Digitizing physical records.

• Operating scanning and media-conversion equipment.

• Indexing and organizing electronic files.

• Assisting employees with document-management processes.

• Helping users navigate document-management systems.

• Supporting documentation and data-quality initiatives.

Physical Requirements

This position primarily involves sedentary office work, including extended periods of:

• Computer use

• Reading

• Document review

• Data entry

• Document processing

The position may occasionally require lifting, carrying, and moving records, files, and storage boxes weighing up to approximately 25 pounds.

Frequent reaching, bending, stooping, standing, and walking may be required when retrieving materials from file cabinets, shelving, or records-storage areas.

Occasional use of step stools or ladders may be necessary to access records stored on higher shelving.

Work Environment

Work will primarily be performed within a climate-controlled office environment.

Some assignments may require work within records-storage areas, file rooms, or archive spaces to retrieve, organize, inventory, scan, or convert records.

The position may require the use of document-imaging, scanning, and media-conversion equipment. Limited exposure to dust associated with paper records and storage areas may occur.

Minimal travel is expected, and the position does not routinely require field or construction-site work.

Ideal Candidate Profile

The ideal candidate is a document control, records management, procedure administration, technical writing, or engineering documentation professional who can quickly contribute to day-to-day document services activities within a highly regulated organization.

The strongest candidate will combine excellent attention to detail with experience using EDMS or document-control systems, Microsoft Office, controlled documents, records management, technical documentation, and document quality-review processes.

Experience with OpenText Documentum, SharePoint, document migrations, metadata, records digitization, or regulated utility/nuclear environments would be particularly valuable.

The individual should be comfortable learning new applications and business processes quickly while maintaining a high degree of accuracy, organization, customer service, and compliance with established standards.