Service Description: Engineering Library Analyst
Description of Services
The Port Authority’s Engineering Department is seeking an Engineering Library Analyst to support the
Engineering Records and Document Management (ERDM) Unit within the Operations Division. This
hybrid position supports the administration, governance, modernization, and continuous improvement of
the Engineering Library and its associated document management systems.
ERDM is responsible for all aspects of departmental document processing, publishing, and management.
It ensures engineering document integrity, standardization, and compliance through recordkeeping
protocols, industry best practices, and integration of emerging technologies.
The Engineering Library is the Department’s centralized source for engineering standards, procedures,
manuals, guidelines, policies, and other technical knowledge resources. The consultant will support the
governance and modernization of these resources and the systems and processes used to manage them
throughout their lifecycle.
Working across Engineering and with Agency partners, the consultant will provide project controls,
business analysis, and implementation support for Engineering Library and information-management
initiatives; coordinate stakeholders and technology teams; strengthen document governance and content
management practices; and develop clear, accurate technical and management communications. The
role requires a blend of project delivery, library and information management, systems implementation,
quality assurance, business process analysis, and technical writing capabilities.
Consultant Services
Services to be performed by the candidate may include, but are not limited to the following:
1. Project Control Services & Implementation Support
a. Provide project management and project control support for the planning, coordination,
execution, monitoring, and reporting of Engineering Library modernization and related
information-management initiatives.
b. Develop and maintain project schedules, work plans, milestones, implementation
trackers, action logs, decision logs, and status reports.
c. Monitor scope, schedule, deliverables, risks, issues, dependencies, resources, costs, and
budgets, where applicable; identify variances and recommend corrective actions.
d. Coordinate stakeholder meetings, working sessions, and implementation activities across
Engineering and other Agency organizations.
e. Lead recurring project and delivery meetings, using Agile, Scrum, or other appropriate
delivery practices to establish priorities, track progress, address blockers, coordinate
dependencies, and confirm next steps.
f.
Support work intake, backlog management, sprint or implementation planning, release
coordination, and governance activities, as applicable to each initiative.
g. Develop dashboards, performance measures, management reports, executive briefings,
and presentations that clearly communicate project status, decisions, risks, issues, and
outcomes.
h. Support testing, validation, deployment, rollout, adoption, and post-implementation review
of new processes, repositories, and technology capabilities.
i.
Analyze project performance and recommend improvements to delivery methods,
procedures, controls, and reporting practices.
2. Engineering Library & Documentation Governance
a. Administer Engineering Library content and support compliance with Engineering
document management standards.
b. Coordinate and monitor completion of comprehensive document inventories across
Engineering units.
c. Maintain content ownership and approval matrices to support document governance and
accountability.
d. Monitor and control document publishing activities, formatting services, metadata
standardization, and document lifecycle compliance.
e. Provide troubleshooting support related to publishing workflows, repository
administration, access management, and content updates.
f.
Prepare implementation plans, rollout communications, status reports, and presentations
supporting Engineering documentation initiatives
3. Content Management & Stakeholder Engagement
a. Collaborate with Engineering subject matter experts, content owners, project teams,
document coordinators, technology teams, and Agency stakeholders to identify
operational needs, content gaps, system requirements, and improvement opportunities.
b. Elicit, analyze, document, validate, and manage business, functional, technical, and
governance requirements through stakeholder interviews, workshops, process reviews,
and other appropriate methods.
c. Evaluate current-state and future-state processes; develop process maps, workflows,
gap analyses, and implementation roadmaps; and identify expected operational and
business value.
d. Translate business and technical needs into functional documentation, user stories or
use cases, acceptance criteria, workflow designs, solution requirements, and actionable
recommendations.
e. Maintain requirements traceability, stakeholder approvals, decisions, dependencies, and
change impacts throughout planning, development, testing, and implementation.
f.
Facilitate cross-functional discussions, resolve competing requirements, and support
timely decisions among Engineering, business, and technology stakeholders.
g. Draft, edit, standardize, and quality-review technical and administrative content, including
policies, procedures, standards, manuals, guidelines, implementation plans, executive
briefings, reports, and user communications.
h. Develop and maintain templates, style conventions, job aids, and other tools that improve
the clarity, consistency, usability, and accessibility of Engineering documentation
4. Digital Records & Library Modernization
a. Support the implementation and continuous improvement of Engineering Library,
enterprise content-management, and document-management technologies.
b. Coordinate document inventory, migration, classification, deduplication, repository
cleanup, and quality-improvement initiatives.
c. Support metadata extraction, AI-assisted classification and indexing, intelligent search,
and other automation initiatives, including quality assurance and validation of system
generated results.
d. Support solutions using SharePoint, Feith, OpenText, Microsoft 365, Power Platform, and
other Agency-approved platforms and technologies.
e. Serve as a liaison between Engineering stakeholders and technology teams, coordinating
requirements, backlog priorities, workflow and configuration decisions, system integration
considerations, and release impacts.
f.
Support the full solution-delivery lifecycle, including requirements definition, solution
design, configuration, testing, defect resolution, user acceptance, deployment, production
readiness, and operational transition.
g. Develop testing approaches, test scenarios and cases, acceptance criteria, and validation
documentation; coordinate user acceptance testing and track issues through resolution.
h. Coordinate with technical teams to resolve system, integration, access, workflow, data
quality, and production-support issues.
5. Metadata & Information Architecture
a. Maintain metadata standards, controlled vocabularies, and taxonomy structures.
b. Perform metadata quality reviews and coordinate corrective actions.
c. Analyze document repositories using reporting and analytics tools to identify trends,
gaps, and improvement opportunities.
d. Develop reports, dashboards, and performance metrics supporting Engineering Library
operations.
e. Recommend improvements to search functionality, information architecture, document
discoverability, and repository usability.
6. Process Improvement & Business Analysis
a. Analyze existing business processes, procedures, and reporting systems and
recommend and implement improvements supporting Engineering documentation,
information governance, and project delivery.
b. Develop process maps, workflow models, standard operating procedures, functional
documentation, governance guidance, implementation plans, knowledge-base content,
and supporting technical documentation. Identify and help implement automation
opportunities utilizing Microsoft 365, Power Platform, AI technologies, and related business
solutions.
c. Recommend modifications to existing business processes, governance procedures, and
reporting methods that improve operational efficiency and project delivery.
d. Develop and implement project delivery and information management best practices,
Develop user guidance, job aids, training materials, and presentations, and deliver or
coordinate training for Engineering staff and document contributors.
e. Promote consistent application of Engineering Library policies, document standards,
publishing procedures, and governance requirements.
7. Stakeholder Support & Training
a. Provide guidance to Engineering staff on document management standards and
publishing procedures.
b. Develop user guidance, job aids, and training materials.
c. Support rollout of new document management processes and technologies.
d. Coordinate stakeholder communications and adoption activities.
e. Promote compliance with Engineering Library policies and governance standards.
8. Process Improvement
a. Analyze existing document management processes and recommend improvements.
b. Identify automation opportunities using Microsoft 365, Power Platform, and AI
technologies.
c. Develop process documentation, workflows, and standard operating procedures.
d. Support continuous improvement initiatives across Engineering Records & Document
Management.
Education, Qualifications, and Experience:
Required Education and Experience
o Bachelor’s degree in engineering, Information Management, Library & Information Science,
Business Administration, Information Systems, or a related field.
o Minimum (10+) years of professional experience managing controlled engineering documentation
such as policies, procedures, standards, manuals, specifications, guidelines, technical bulletins,
engineering drawings, or similar technical documentation within an engineering organization.
o Minimum (7+) years of experience working within a government agency, public authority, public
utility, or other highly regulated environment with established records management and
governance requirements.
o Demonstrated experience administering engineering document management systems, including
SharePoint, OpenText, eDoc,Feith, or comparable enterprise content management platforms.
o Demonstrated experience managing engineering operational documentation throughout its
lifecycle, including document creation, review, approval, publishing, version control, archival, and
retirement.
o Experience developing and implementing document governance policies, standards, procedures,
metadata models, and document classification frameworks.
o Experience supporting document inventories, metadata quality control, taxonomy development,
and information architecture initiatives.
o Experience coordinating with engineering subject matter experts and cross-functional stakeholders
to maintain technical documentation.
o Experience supporting document digitization, migration, repository modernization, or records
management initiatives.
o Experience participating in AI-enabled document management, metadata extraction, intelligent
search, or automation projects is highly desirable.
Technical Skills:
o Microsoft 365 (Word, Excel, PowerPoint, Visio)
o SharePoint Online administration and document libraries
o Enterprise Content Management systems (SharePoint, OpenText, Feith, or equivalent)
o Metadata management and taxonomy development
o Microsoft Power Platform (Power Automate, Power Apps) preferred
o AI-enabled document management technologies preferred
Required Soft Skills
o Communication & Facilitation: Excellent verbal and written communication skills with the ability to
facilitate meetings, collaborate with technical subject matter experts, and communicate effectively
with stakeholders at all organizational levels.
o Organization & Attention to Detail: Exceptional organizational skills with the ability to manage
multiple priorities while maintaining a high level of accuracy in document management, metadata,
and records governance.
o Analytical & Critical Thinking: Ability to analyze documentation, identify inconsistencies, evaluate
processes, and recommend practical improvements to information management practices.
o Collaboration & Customer Service: Strong interpersonal skills with a customer-focused approach
to supporting Engineering staff, content owners, and document contributors across multiple
business units.
o Adaptability & Continuous Improvement: Ability to adapt to evolving technologies, changing
priorities, and organizational needs while contributing to continuous process improvement
initiatives.
o Governance & Compliance Mindset: Strong commitment to maintaining document quality,
consistency, compliance, confidentiality, and adherence to established policies, standards, and
records management requirements.
o Problem Solving: Ability to independently troubleshoot document management, publishing,
metadata, and repository issues and recommend effective solutions.
