Position Summary
The Technical Librarian serves as the central custodian of controlled information and records for all departments at the plant. This role manages electronic equipment files, procedures, policies, Management of Change (MOC) documentation, and records retention across the site. The position is the recognized subject matter expert and owner of both the site records retention policy and the site procedure template, ensuring documentation is accurate, current, accessible, and compliant with regulatory and corporate requirements. This role requires the refinement and full development of the technical librarian roles and responsibilities.
Please do not apply for this pposition if you have less than:
- 5 years of document control experience within a petrochemical, refining, chemical manufacturing, or another regulated industrial environment.
Only serious applicants with well defined resumes will be considered for the Technical Librarian role. This is not a behind-the-desk filing role. The Technical Librarian is expected to engage directly with every department on site, drive documentation initiatives forward, chase down what is missing, and speak candidly when documentation gaps create risk. Success requires an outgoing, take-charge approach paired with exceptional organizational discipline.
Key Responsibilities Electronic Equipment Files
- Maintain the electronic equipment file system, datasheets, vendor manuals, drawings, obsolete equipment archives, and asset documentation.
- Ensure equipment records are correctly indexed, versioned, and linked to the appropriate asset tags and hierarchies.
- Coordinate with Engineering, Maintenance, and Reliability to capture as-built changes and retire superseded documents.
- Support turnaround, capital project, and vendor documentation handover into the controlled file structure.
Procedures and Policies
- Administer the lifecycle of site procedures and policies: intake, formatting, numbering, review routing, approval, publication, periodic review, and retirement.
- Track review due dates and actively drive document owners to complete scheduled reviews on time, escalating when deadlines slip.
- Maintain the master index of controlled procedures and policies and ensure only current revisions are available to end users.
Site Procedure Template — SME and Owner
- Own, maintain, and govern the site procedure template and associated writing and formatting standards.
- Train and coach document authors across departments on template use, formatting conventions, and style requirements.
- Review submitted documents for conformance to the template prior to publication and provide direct, constructive corrective guidance.
- Periodically evaluate and improve the template based on user feedback, corporate standards, and regulatory changes.
Management of Change (MOC) Tracking
- Track documentation deliverables associated with MOCs from initiation through closure.
- Verify that affected drawings, procedures, and equipment files are updated before MOC close-out, and push back when they are not.
- Report on open, aging, and at-risk MOC documentation items to management and MOC owners.
- Partner with the MOC coordinator and process safety group to maintain alignment between change records and controlled documentation.
Records Retention — SME and Owner
- Own the site records retention policy and retention schedule, including periodic review and updates.
- Serve as the site authority on retention requirements, advising departments on classification, storage, and disposition.
- Execute and document retention and destruction activities in accordance with policy, including coordination of legal holds where applicable.
- Maintain auditable evidence of retention compliance and support internal audits, corporate reviews, and regulatory inspections.
Leadership and Initiative
- Identify documentation gaps and inefficiencies across the site and lead initiatives to close them without waiting to be assigned.
- Organize and facilitate cross-departmental working sessions, kickoff meetings, and training rollouts.
- Ask direct, probing questions of engineers, operators, supervisors, and vendors to obtain the accurate information the documentation requires.
- Communicate documentation status, risks, and non-compliance clearly and candidly to management and document owners.
General
- Serve as the primary point of contact for documentation questions from all site departments.
- Administer SharePoint sites, libraries, permissions, and metadata structures supporting document control.
- Generate metrics and status reports on document currency, review backlogs, MOC documentation, and retention compliance.
- Provide onboarding and refresher training on documentation systems and processes.
Required Qualifications
- 5 years of document control experience within a petrochemical, refining, chemical manufacturing, or another regulated industrial environment.
- High school diploma or GED required; associate's or bachelor's degree in Information Management, Library Science, or a related field preferred.
- Excellent organizational skills — proven ability to manage large volumes of documentation, competing deadlines, and multiple concurrent initiatives without losing track of details.
- Outgoing, take-charge approach — comfortable initiating conversations across all levels of the organization and stepping into a leadership role on new initiatives.
- Willingness to speak up — not hesitant to ask direct questions, challenge incomplete information, or deliver candid feedback when documentation issues need to be raised.
- Intermediate proficiency in Microsoft Excel (formulas, filtering, pivot tables, tracking logs).
- Intermediate proficiency in Microsoft Word (styles, templates, headers and footers, cross-references, revision tracking).
- Intermediate proficiency in SharePoint (document libraries, version control, metadata, permissions, views).
- Intermediate proficiency across the broader Microsoft Office suite (Outlook, PowerPoint, Teams).
- Strong written and verbal communication skills, with the ability to work effectively with technical and non-technical personnel at all levels.
- Ability to work independently, prioritize competing requests, and hold document owners accountable to deadlines.
Preferred Qualifications
- Experience with Meridian (Accruent) or a comparable engineering document management system such as Sharepoint, Documentum, Aconex, or SAP DMS.
- Familiarity with PSM (Process Safety Management) documentation requirements, including MOC and Process Safety Information.
- Working knowledge of engineering drawing types and revision practices (P&IDs, isometrics, loop sheets, electrical one-lines).
- Experience supporting regulatory audits or inspections (OSHA, EPA, ISO).
- Records or information management certification (CRM, IGP, or similar).
Competencies
- Organization — keeps a complex, high-volume system orderly, current, and audit-ready at all times.
- Initiative and Ownership — sees what needs to happen and starts it; acts as a decision-maker on retention and template standards, not just a processor of requests.
- Direct Communication — tells it like it is, raises issues early, and asks the questions others assume someone else already asked.
- Cross-Functional Presence — builds working relationships across every department and is comfortable being visible throughout the site.
- Accuracy and Attention to Detail — recognizes that a wrong revision in the field is a safety issue, not a clerical one.
- Process Discipline — follows and enforces established controls consistently, even under schedule pressure.
Physical Requirements and Work Environment
- Office-based work at an operating petrochemical facility.
- Must have a valid driver's license and reliable transportation
- Work Hours are 700a-330p
- Occasional travel into operating units, warehouses, or records storage areas, requiring compliance with all site PPE and safety requirements.
- Ability to sit and work at a computer for extended periods.
- May require occasional lifting of records boxes up to 25 lbs.
- Must be able to complete site safety orientation and any required medical or fitness-for-duty screening.
This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all duties, responsibilities, or qualifications. Alberty Group is an Equal Opportunity Employer.
Pay: $52,000.00 - $66,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
