Protect our Land, Ascend with Us!

Ascension is seeking an experienced Senior SharePoint / Document Management Specialist to provide senior technical support for a mission-critical federal document management environment supporting the National Highway Traffic Safety Administration’s Corporate Average Fuel Economy Program.

The ideal candidate is an accomplished SharePoint, Microsoft 365, Google Workspace, and document-management professional who understands that managing a federal document repository involves much more than uploading and organizing files. This individual will help maintain the integrity, accessibility, organization, security, traceability, and version history of complex regulatory documents as they move through multiple stages of review, editing, comment resolution, clearance, and publication.

NHTSA’s document management objective specifically includes rigorous management of document creation, storage, sharing, clean and redline versions, and version control. Documents may range from approximately 150 to 1,500 pages, may involve more than 30 authors and reviewers, and may undergo numerous simultaneous revisions during the federal rulemaking process.

We are therefore seeking someone who combines technical SharePoint expertise with strong document-control judgment. The successful candidate should be comfortable entering an active document-production environment, identifying risks before they become problems, troubleshooting access and collaboration issues, and implementing organized, repeatable controls for large volumes of evolving documents.

This position is well suited for a detail-oriented professional who is:

• Highly organized and disciplined in document and configuration management;
• Self-directed and comfortable working with minimal supervision;
• Able to troubleshoot ambiguous collaboration and document-control problems;
• Calm and responsive during deadline-driven document-production periods;
• Skilled at managing multiple versions, contributors, permissions, and repositories simultaneously;
• Comfortable supporting senior federal employees, technical authors, analysts, and document-production staff; and
• Able to distinguish between routine administrative issues and problems that require immediate escalation.

The RFP specifically identifies the Senior Consultant I as the project’s technical expert in Microsoft products, particularly Microsoft Word, Google tools, and SharePoint, responsible for providing technical assistance necessary for timely project delivery.

Summary of the Contractor Role

The Senior SharePoint / Document Management Specialist will serve as Ascension’s senior technical resource for the electronic document-management and collaboration environment supporting NHTSA CAFE rulemaking activities.

The Specialist will configure, organize, administer, and troubleshoot SharePoint and/or Google Drive environments used to manage draft regulatory documents; control and validate user access; establish logical repository and document-library structures; support version-management practices; and help maintain authoritative master files throughout document development.

NHTSA specifically requires the contractor to possess SharePoint or Google Drive hosting and management capabilities and to manage access for approved NHTSA and DOT personnel. The contractor must also organize, track, store, retrieve, and maintain documents as rulemaking materials are received and revised.

The position will also provide technical assistance when document-production problems arise, including:

• Permission or access problems;
• Incorrect or duplicate document versions;
• Repository organization issues;
• Microsoft Word/Google Docs interoperability;
• Document library configuration;
• Master-document integrity;
• Redline and clean-version management;
• Metadata and naming conventions;
• File retrieval;
• Collaboration issues; and
• Technical problems affecting timely delivery.

The Specialist will work closely with Ascension’s Project Manager, document production consultants, senior consultants, and NHTSA-designated personnel.

This is a high-impact but low-volume specialist position. It should not be marketed as a conventional 40-hour-per-week SharePoint Administrator job. The individual will primarily provide specialized technical intervention, repository administration, troubleshooting, governance, and surge support when required.

Position Responsibilities and Anticipated Activities

The Senior SharePoint / Document Management Specialist will:

• ADMINISTER NHTSA-provided SharePoint sites, shared drives, document libraries, folders, and collaborative workspaces supporting CAFE rulemaking documents.
• MANAGE repository permissions and approved-user access for NHTSA and other authorized DOT employees.
• CONFIGURE document libraries, folders, metadata, naming conventions, repository structures, and access controls to facilitate organized document creation, storage, sharing, and retrieval.
• ESTABLISH and maintain document-management controls supporting accurate identification of authoritative, working, clean, redline, draft, review, and final document versions.
• IMPLEMENT document organization and version-control procedures established in the COR-approved Technical Plan.
• MAINTAIN technically sound repositories for potentially large and complex federal rulemaking documents and supporting reference materials.
• ORGANIZE incoming files, comments, document revisions, supporting references, and materials received from NHTSA, DOT offices, and other federal organizations.
• MAINTAIN the integrity of master documents and associated repository structures as revisions and comments are incorporated.
• TROUBLESHOOT SharePoint, Google Drive, Microsoft Word, Google Docs, permissions, document synchronization, version history, file-access, and collaboration problems.
• DIAGNOSE technical or process problems contributing to duplicate files, conflicting versions, incorrect permissions, inaccessible documents, broken references, or inefficient collaboration.
• RESOLVE document-library and repository issues whenever possible and ESCALATE issues requiring broader technical, security, policy, or Government intervention.
• SUPPORT the project’s transition into the NHTSA SharePoint and/or shared-drive environment within the required implementation milestones.
• VALIDATE that authorized project personnel have appropriate repository and document access while helping prevent unauthorized access to sensitive information.
• ADVISE the Project Manager and document-management team on SharePoint/Google Drive configuration, repository architecture, document-control practices, and collaboration risks.
• ASSIST document-production personnel with technically complex Microsoft Word and Google Docs issues affecting regulatory-document production.
• SUPPORT interoperability troubleshooting where Microsoft Word, Google Docs, and related applications produce formatting, versioning, or collaboration conflicts.
• MONITOR repository health, document organization, permissions, and version-control practices and identify emerging risks before they disrupt document production.
• DOCUMENT repository configurations, access-management processes, version-management practices, troubleshooting procedures, and technical decisions as required.
• SUPPORT maintenance of style guides, version-control plans, comment-management procedures, indexes, document-management procedures, and related technical-plan components.
• COORDINATE with Ascension team members and designated NHTSA personnel to quickly resolve access, formatting, collaboration, or document-management issues.
• PROTECT Government information and comply with applicable DOT/NHTSA security, privacy, access-control, and information-handling requirements.
• SUPPORT Section 508-compliant electronic document and repository practices as applicable.
• RESPOND promptly during high-volume regulatory-document production periods when document accessibility or repository problems threaten established milestones.
• PROVIDE occasional evening, weekend, or overnight technical support when authorized and required during peak rulemaking-development cycles.