Document Management Specialist

Document Management Specialist

Salary

$70,616.00 - $114,628.80 Annually

Location

677 Transfer Rd., St. Paul MN 55114, MN

Job Type

Full-Time

Remote Employment

Flexible/Hybrid

Job Number

2026-00267

Division

Metro Transit

Department

Engineering

Opening Date

08/07/2026

Closing Date

8/20/2026 11:59 PM Central

• Description
• Benefits
• Questions

WHO WE ARE

We are the Metropolitan Council, the regional government for the seven-county Twin Cities metropolitan area. We plan 30 years ahead for the future of the metropolitan area and provide regional transportation, wastewater, and housing services. More information about us on our website.

We are committed to supporting a diverse workforce that reflects the communities we serve.

Metro Transit is one of the countrys largest transit systems, employs more than 3,000 people, and provides more than 80 million rides a year through an integrated network of buses, light rail and commuter trains, as well as resources for those who carpool, vanpool, walk or bike in the Twin Cities.

How your work would contribute to our organization and the Twin Cities region:

The Document Management Specialist will lead and coordinate document and records management supporting Transit Facilities. This position ensures that operational, technical, and project documentation is organized, accessible, and managed in accordance with Metropolitan Council standards. The role develops and maintains digital technical libraries for Facilities Maintenance and oversees the collection and management of construction project closeout documentation.

This posting will establish a six (6) month eligibility pool for current and future openings.

What you would do in this job

• Design, develop, and maintain SharePoint libraries and document management solutions to support Facilities Maintenance operations and improve information accessibility.
• Coordinate collection, organization, and storage of project closeout documentation, including as-built drawings, warranties, contracts, maintenance manuals, and procurement records.
• Support implementation and administration of enterprise Standard Operating Procedure management systems to establish standardized document management practices.
• Maintain Facilities Maintenance SharePoint intranet content and assist with shared drive organization, permissions management, and document migration efforts.
• Collaborate with Facilities Maintenance, Engineering & Construction, and Real Estate teams to improve records management efficiency, transparency, and accessibility.
• Conduct research and information retrieval activities, including locating warranties, agreements, property records, and other operational documentation.
• Review and digitize hardcopy records, establish digitization priorities, and ensure compliance with Enterprise Content Management standards and retention schedules.
• Provide guidance, training, and support for SharePoint, Microsoft Teams, records retention, Standard Operating Procedure templates, and document management best practices.

What education and experience are required for this job (minimum qualifications)

Any of the following combinations of experience (working in a library, content management or other electronic technical document management environment) and completed education (in Library Science, Information Management Technology, Business Administration, Communications, English, or directly related field):

• High school diploma/GED with five (5) years of experience
• Associates degree with three (3) years of experience
• Bachelors degree with one (1) year of experience

What additional skills and experience would be helpful in this job (desired qualifications):

• Experience with public sector, construction and/or transportation document management.
• Experience with AppEnhancer, Standard Operating Procedure management tools, SharePoint, MS Visio, Enterprise Asset Management or Enterprise Resource Planning systems.
• Knowledge of facilities or construction documentation, files, record drawings, GIS.
• Experience with local, state or federal document management requirements.
• Ability to promote an equitable, positive, and respectful work environment that values cultural and diversity among all employees.

What knowledge, skills and abilities you should have within the first six months on the job:

• Knowledge of electronic document management systems.
• Knowledge of agency programs to effectively develop collections and provide users with relevant information resources.
• Knowledge of product issues and trends related to content management technology.
• Knowledge or become familiar of Standard Operating Procedure management tools such as ArborText/ Windchill/ Titania.
• Knowledge of problem solving and resolution skills.
• Knowledge or become familiar of document storage systems such as E-builder or AppEnhancer.
• Skilled in the use of print and on-line information resources.
• Skilled in Microsoft products such as SharePoint, Word, Visio, Excel, PowerPoint
• Strong organizational skills including detail and accuracy.
• Ability to work both collaboratively and independently depending upon needs; self-motivated.
• Ability to problem solve issues.
• Ability to build and maintain collaborative working relationships with support staff, technical professional staff and management.
• Ability to manage multiple projects.
• Ability to lead cross departmental teams.
• Ability to learn new tools such as PowerAutomate.

What you can expect from us:

• We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area.
• We encourage our employees to develop their skills through on-site training and tuition reimbursement.
• We provide a competitive salary, excellent benefits, and a good work/life balance.
• Career advancement opportunities.

More about why you should join us!

Additional information

Union/Grade: Non-Represented, Grade E

FLSA Status: Non-Exempt

Safety Sensitive: No

Work Environment: You would perform your work in a standard office setting. Work may sometimes require travel between your primary work site and other sites. This role is eligible for hybrid flexibility.

Steps of the selection process:

1. We review your minimum qualifications, education and experience.

2. We rate your education and experience

3. We conduct a structured panel interview

4. We conduct selection interview(s) with final candidate/s.

Once you have successfully completed the steps above, then:

If you are new to the Metropolitan Council, you must pass a drug test (safety sensitive positions only), and a background check which verifies education, employment, and criminal history. A driving record check and/or physical may be conducted if applicable to the job. If you have a criminal conviction, you do not automatically fail. The Metropolitan Council considers felony, gross misdemeanor and misdemeanor convictions on a case-by-case basis, based on whether they are related to the job and whether the candidate has demonstrated adequate rehabilitation.

If you are already an employee of the Metropolitan Council, you must pass a drug test (if moving from a non-safety sensitive position to a safety sensitive position) and criminal background check if the job youre applying for is safety sensitive, is a supervisory or management job, is in the Finance, Information Services, Audit, or Human Resources departments, or has access to financial records, files/databases, cash, vouchers or transit fare cards. A driving record check and/or physical may be conducted if applicable to the position.

IMPORTANT: If you make a false statement or withhold information, you may be barred from job consideration.

The Metropolitan Council is an Equal Opportunity, Affirmative Action, and veteran-friendly employer. The Council is committed to a workforce that reflects the diversity of the region and strongly encourages persons of color, members of the LGBTQ community, individuals with disabilities, women, and veterans to apply. If you have a disability that requires accommodation during the selection process, please email HR-OCCHealth@metc.state.mn.us.

We believe our employees are a key to our agencys success! In order to attract and retain high quality employees, the Council provides a highly competitive benefits package both in choice and coverage levels. Some highlights about our benefits are listed below:

• Guaranteed monthly retirement income through Minnesota State Retirement System pension fund
• Opportunity to save additional funds for retirement on a tax-deferred basis through a voluntary deferred compensation (457) plan
• Two or more medical plans from which to choose, with employer contribution towards premiums over 80%
• Dental insurance, life insurance and vision insurance

The following benefits are provided to all employees as part of working for the Council. You will have access to free:

• Well@Work clinic
• bus/rail pass valued at over $1200 per year
• parking at many job locations
• fitness centers at many job locations
• Employee Assistance Program
• extensive health and wellness programs and resources

01

Applicant Instructions: It is important that your application shows all relevant education and experience you possess. The supplemental questions listed below are to further evaluate your education and experience and to determine your eligibility for this position. Answer each question completely. The experience you indicate in your responses should also be consistent with the Work History section of this application. Resumes will not be accepted for this recruitment. I have read and understand the above instructions regarding my application and supplemental questions.

• Yes
• No

02

How did you first hear about this job opening?

• CareerForce Center
• Community Event/Organization
• Employee Referral
• Facebook
• Glassdoor
• Indeed
• Job Fair
• LinkedIn
• Metro Transit Bus Advertisement
• X (formerly known as Twitter)
• Website: governmentjobs.com
• Website: metrocouncil.org
• Website: metrotransit.org
• Website: minnesotajobnetwork.com
• Other

03

If you selected Other, please describe where you first heard about this job. If you selected Employee Referral please enter the employees first and last name, ID number (if known), and job title. Type N/A if not applicable.

04

Please select the following option that is most applicable to your background and experiences:

• High school diploma/GED with five (5) years of experience in document management coordination roles.
• Associates degree in Library Science, Information Management Technology, Business Administration, Communications, English or a closely related field with at least three (3) years of experience in document management coordination
• Bachelors degree in Library Science, Information Management Technology, Business Administration, Communications, English or a closely related field with at least one (1) year of experience in document management coordination
• None of the above

05

Please describe a time where you identified a need and improved upon a work process.

06

What communication strategies have you employed or would you employ to bring reluctant colleagues on board with something new?

07

Please describe your experience managing project closeout documentation such as as-built drawings, warranties, contracts, maintenance manuals, or procurement records.

08

Please describe your experience using tools for records management, document control, or collaboration (e.g., SharePoint, Microsoft Teams, EAM systems, SOP platforms)?

09

Please describe your experience establishing or maintaining standardized document management practices and records retention procedures.

• Yes
• No

10

Please share how you have promoted an equitable, positive, respectful work environment that values diversity among all employees. If you do not have this experience, please type "N/A."

11

The Metropolitan Council recognizes that Artificial Intelligence (AI) and generative tools are increasingly used in application processes. While the Council permits the use of AI to assist in the preparation of application materials, all applicants must certify the following statement:

• I affirm that all information provided in my application including any uploaded documentation is true and accurate. I further affirm that I have personally reviewed, verified, and approved all content, including any content generated with the assistance of AI. I will provide all interview responses directly and in real-time without unauthorized assistance. I will not use AI avatars, external assistance in answering including computer-generated suggestions, or any recording and transcription tools during the interview process unless I have received prior approval from Human Resources for a disability-related reasonable accommodation.

Required Question

Employer Metropolitan Council

Address 390 Robert St. N.

St. Paul, Minnesota, 55101

Website https://metrocouncil.org