Document Specialists

Job Description

CLS is looking for experienced Document Specialists for remote work in West Virginia. This position is responsible for data management and document related activities on projects. These duties include creation and maintenance of permanent project files, preparation and reproduction of easements and other documents, and be responsible for data entry.

Essential Duties and Responsibilities include but are not limited to:

• Creates and manages Project Permanent files.
• Prepare and perform due diligence.
• May research relevant information to assist the Supervisor regarding project scopes and specific aspects of projects.
• Compose correspondence including letters and emails as directed by Supervisor.
• Performs all project related duties requested by Supervisor.
• May be responsible for review and approval of project representative’s activity notes.
• Responds to requests from regional CLS management office.
• Must maintain strict confidentiality of company information and company records.
• Displays sense of urgency and understanding of project deadlines.
• Proofreads with a keen eye for details to ensure accuracy and completeness of documents, reports, and data.
• Work with office staff to ensure a healthy work environment. Must be able to work effectively and professionally with project staff as well as clients.
• Perform research and prepare preliminary landowner lists for projects from online sources.
• Manages Petty Cash.
• Transcribe minutes of all internal meetings, as requested.
• Initiate landowner contacts and follow-up as directed by Supervisor.
• May be responsible for review of agent employee timesheets.

Qualification Requirements (minimum and preferred requirements):

• Must have 1-3+ years of administrative experience.
• Must be willing to work remotely.
• Must be technologically proficient.

Additional Requirements:

• College Degree a plus
• High School Diploma Required
• Ability to develop and maintain effective business relationships
• Ability to effectively communicate with clients, project management and field personnel.
• Ability to meet deadlines, occasionally work overtime on short notice.
• Must have strong Microsoft Office skills.
• Ability to read and understand title searches and legal descriptions.
• Well-developed communication skills (phone etiquette, grammar and personal interaction).
• Ability to write clearly and concisely.
• Proficient with common mathematical terms and calculations.
• Ability to carry out instructions furnished in written, oral, or diagram form.
• Ability to identify and assess problems and formulate solutions.
• Must be comfortable learning and applying new technology.
• Prefer knowledge of pipeline, electric and/or utilities ROW records, administrative support documents and records.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Adaptability—Adapts to changes in the work environment, manages competing demands, and can deal with frequent change, delays or unexpected events.
• Adheres to CLS Values—Commitment, Leadership and Service.
• Attention to Detail—Demonstrates accuracy and thoroughness and monitors work to ensure quality.
• Oral Communication—Speaks clearly and persuasively.
• Written Communication—Writes clearly and concisely with attention to correct spelling and grammar.
• Continuous Improvement—Committed to developing professionally; attends professional conferences, focuses on best practices; values cutting-edge practices and approaches; takes advantage of a variety of learning activities; introduces newly gained knowledge and skills on the job.
• Customer Service—Fulfill the needs of Internal and External Customers.
• Impact—Ability to persuade or convince others to support an idea, agenda or direction.
• Initiative—Ability to self-start and work independently, seeks opportunity to improve products and services, avoid problems, or develop entrepreneurial opportunities. Anticipates problems or opportunities and formulates solutions.
• Integrity—Widely trusted; is seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent himself/herself for personal gain.
• Problem Solving—Identifies and resolves problems in a timely manner by analyzing information skillfully.
• Teamwork—Accepts constructive feedback and implements corrective action.
• Tolerance for Stress.
• Work Product—Quality, quantity and timeliness in completing assignments.