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Documentation Specialist

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Documentation Specialist

Job ID 7468
Job Location Lenexa - KS
Full-Time/Part-Time Full-Time

The Documentation Specialist supports the Department of the Interior’s (DOI) Office of Special Trustee for American Indians (OST). The OST is in the process of converting historical documents stored at the American Indian Records Repository (AIRR) to electronic records. The collection of documents contains materials related to Indian Trust, education and other topics received from across the United States reaching back into the 18th Century. This position collects, prepares, maintains and analyzes accurate documentation and data and provides a broad range of documentation and reporting support to ensure all aspects of ongoing projects are flawlessly accomplished. 



Essential duties and responsibilities include the following. Other duties may be assigned.


Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.


Provides support in the development of an internal / external web portal solution in support of the Digital Center of Excellence. The portal will serve as the main interface for OST, BIA, BIE, AS-IA and other party Tribal and non-Tribal records. The Portal will also serve as a research center for those seeking access in support of research needs as well as a processing portal for records requests and management of records. The portal will replace the existing Versatile platform and will be developed and reside in a fully compliant existing cloud instance provided by the OST.


Under general supervision, prepares and/or maintains systems, programming, and operations documentation, including user manuals.


Works on most phases of documentation and maintains current internal documentation repositories as required.


Prepares and/or maintains documentation pertaining to programming, systems operation and user documentation.


Translates business specifications into user documentation.


Plans, writes, and maintains systems and user support documentation efforts, including online help screen.


Independently prepares and maintains systems records; programming and operations documentation; and procedures and methods including user reference manuals.


Researches and develops documentation in support of specific customer requirements.


Maintains a current internal documentation library and provides or coordinates documentation services as required.


Responsible for tracking changes.


Ensures adherence to standards, ensuring quality and compliance with relevant program or department policies and guidelines.


Advises and assists team members on document quality standards and use of document repositories.


Prepares and maintains documentation, procedures and methods (including using templates and user reference manuals).


Composes and finalizes documentation based on required style and format.


Researches and develops documentation in support of specific customer requirements.


Works closely with customer to ensure accuracy and comprehensiveness of information and related presentation.


Maintains a current internal documentation library, and provides / coordinates documentation services, as required.


Performs quality assurance during the documentation process.


May be required to rework and bring documentation produced under contract by other software development vendors into compliance for distribution.


Produces manuals and documents in PDF format, and uploads to appropriate websites, as directed.


Assists the training team in the production of materials, as needed.


Performs other writing and production assignments, as requested.


Responsible for aiding in own self-development by being available and receptive to any training made available by the company.


Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.


Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.



Bachelor’s degree preferred, but not required. Minimum of five (5) years’ relevant experience (or an equivalent combination of education and experience).



Driver’s License



Expert working knowledge of the English language with ability to apply the rules of grammar and punctuation correctly

Knowledge of documentation techniques to identify, consider and resolve issues or problems

Skill in briefing managers and in communicating tentative recommendations regarding documentation of program operations

Excellent people skills

Exceptional written and verbal communications skills

Advanced editing and proofreading skills

Excellent computer skills with proficiency in Microsoft Windows / Office programs (i.e., Word, Excel, Outlook, PowerPoint, Access, SharePoint, etc.)

Excellent analytical and problem-solving skills with ability to research and analyze data

Excellent customer service and relationship-building skills

Highly organized and detail-oriented with ability to manage multiple projects, priorities and deadlines

Demonstrated ability to adapt to rapidly changing priorities and schedules

Ability to work independently or in a team environment

Ability to use strong communication skills and teamwork skills, including the ability to process and summarize complex information clearly and succinctly



Ability to read, analyze, and interpret general business periodicals, professiona1journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.



Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.



Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.



The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.