Document Management Specialist

PS Job Title: Document Management Specialist

Work Place Flexibility: Onsite

Legal Entity: Entergy Services, LLC

Job Summary/Purpose

This role supports departmental operations by managing comprehensive document control processes, including organizing, indexing, retrieving, and archiving records across databases and network drives. It ensures accurate and timely distribution of engineering design packages while providing essential project and administrative support such as supply coordination, invoice processing, and scanning services. The position maintains high standards of data integrity and workflow efficiency to enable effective project delivery and collaboration.

Job Duties/Responsibilities

- Aggregate, classify, organize, and maintain physical and digital documentation in alignment with retention policies and documentation standards.

- Maintain the flow of technical, administrative, and contractual information throughout projects, ensuring compliance with organizational requirements.

- Compile, format, and issue technical reports for business units according to documentation standards.

- Ensure business units and project teams adhere to documentation control procedures and participate in improving documentation standards and processes.

- Log and maintain project file inventories in accordance with record management procedures.

- Perform data entry related to departmental workflows, including processing drawing‑request emails for contracted construction projects.

- Manage departmental archives using Microsoft Access databases and network share drives, including updating search pages for project archives.

- Transmit design and construction packages to field sites for Substation, Relay, and Transmission Line engineering projects.

- Provide administrative and project assistance as directed by department leadership.

- Coordinate and procure drafting supplies such as paper, toner, and ink cartridges, ensuring adequate stock levels.

- Process departmental invoices, including contract labor, service agreements, and reproduction orders—in a timely and accurate manner.

- Periodically scan prints, reproduce documents, and support engineering staff with reprographic needs.

- Monitor and log departmental inboxes (e.g., TDoCS) use SharePoint lists and distribute required notifications.

- Review, download, and archive contracted EPF files to designated network storage locations.

- Coordinate plotter equipment repair, document shredding, and onsite/offsite records requests as needed.

Minimum Requirements

Minimum education required of the position

- High School Diploma

- Typically requires a college or university degree in related field or equivalent work experience.

Minimum experience required of the position

- 2 + years of related professional experience.

Minimum knowledge, skills, and abilities required of the position

- Working knowledge of document management software, including SharePoint.

- Working knowledge of engineering, procurement and construction documents.

- Proven ability to work within a multiple project environment in order to provide document management services to multiple teams.

- Ability to work with other personnel, departments, and organizations as part of a team.

- Ability to train others in the setup and use of document control systems.

- Able to lift up to 50 lbs.

Expert Desktop Computer Skills: Microsoft toolkit, AutoCAD (and related products), Meridian, etc. Excellent Communication Skills; Experienced using technology.

Preferred: Expert in computer analysis, development, modeling, and/or databases; in-depth knowledge of procedures, programs, and standards in responsible areas. Knowledgeable with engineering/business aspects relevant to the applied subject area/discipline of the end user.

Previous experience with any Document Management System, working knowledge of AM Meridian and AutoCAD is strongly desired.

#LI-NC1

Primary Location: Louisiana-New Orleans Louisiana : New Orleans
Job Function : Engineering
FLSA Status : Nonexempt
Relocation Option: No Relocation Offered
Union description/code : NON BARGAINING UNIT
Number of Openings : 1
Req ID: 125621
PS Job Title : Document Management Specialist
Travel Percentage :Up to 25%

An Equal Opportunity Employer, Minority/Female/Disability/Vets. Please click here to view the EEO page, or see statements below.

EEO Statement: The Entergy System of Companies provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a protected veteran in accordance with applicable federal, state and local laws. The Entergy System of Companies complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment including, but not limited to, recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

The Entergy System of Companies expressly prohibits any form of unlawful employee harassment based on race, color, religion, sex, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the Entergy System of Company employees to perform their expected job duties is absolutely not tolerated.

Accessibility: Entergy provides reasonable accommodations for online applicants. Requests for a reasonable accommodation may be made orally or in writing by an applicant, employee, or third party on his or her behalf. If you are an individual with a disability and you are in need of an accommodation for the recruiting process please click here and provide your name, contact number, the accommodation requested and the requisition number that you are requesting the accommodation for. Employee Services will contact you regarding your request.

Additional Responsibilities: As a provider of essential services, Entergy expects its employees to be available to work additional hours, to work in alternate locations, and/or to perform additional duties in connection with storms, outages, emergencies, or other situations as deemed necessary by the company. Exempt employees may not be paid overtime associated with such duties.

Know Your Rights: Workplace Discrimination is Illegal

The non-confidential portions of the affirmative action program for individuals with disabilities and protected veterans shall be available for inspection upon request by any employee or applicant for employment. Please contact [email protected] to schedule a time to review the affirmative action plan during regular office hours.

WORKING CONDITIONS:
As a provider of essential services, Entergy expects its employees to be available to work additional hours, to work in alternate locations, and/or to perform additional duties in connection with storms, outages, emergencies, or other situations as deemed necessary by the company. Exempt employees may not be paid overtime associated with such duties.

Please note: Authorization to work in the United States is a precondition to employment in this position. Entergy will not sponsor candidates for work visas for this position.