Senior Document Control Specialist

WHAT YOU'LL BE DOING

Note: The duties and primary responsibilities below are intended to describe the general content of and requirements of this job and are not intended to be an exhaustive statement of duties.?

• Establish the department document management policy, plan, procedures, logs, standards, and templates for capital projects, by adopting industry standards for document management, filing, confidential classifications, security settings, and retention schedules.  
• Develop and implement the over-arching document management plan and a robust document management tool for the department.
• Develop and implement document management related training program for agency staff, contractors, vendors, and various stakeholders as needed.
• Develop and administer policies including but not limited to record creation, retention, retrieval, maintenance, protection, storage, and secure disposition - ensuring compliance with local regulations, state statutes, federal mandates, and industry best management practices. Serve as the custodian of the department records for subpoenas and litigation. Represent the department and be the liaison to CapMetro’s Records Management Officer.
• Responsible for all activities connected with the life cycle of documents, including overseeing active physical/electronic filing systems through their disposition of them.
• Establish audit standards for documents, reports to audit, and procedures to remediate non-compliant records. 
• Coordinate with the Information Technology and Legal teams on the configuration and management of electronic document and records management plan. 
• Develop and enforce compliance with document naming conventions and maintain the record of distribution and approval dispositions for physical and electronic records.
• Collaborate with Program/Project Managers and Project Controls staff to establish procedures, manage, and enforce compliance with the document control for change orders, conformed drawings, construction schedules, meeting minutes, requests for information (RFI), submittals, and transmittals.
• Establish workflows and document management procedures in the agency’s project management software as feasible. Provide recommendations as needed on process improvements.
• Create and present a document management education plan, and provide training on document control-related policies, and tools for department employees, contractors, designers, and Stakeholders.
• Maintains the electronic project record files. Copies and scans documents as needed to perform distribution and storage duties.
• Prepares records for inactive storage according to the Records Retention Schedule.
• Minimal travel may be required.
• Support Capital Metropolitan Transportation Authority’s Safety Management Systems (SMS) process by following safety and security policies, considering safety in every action, reporting safety and security concerns.
• Perform other duties as required and/or assigned.

WHAT YOU BRING

• Bachelor’s degree in business administration, or a related field. Related experience may be substituted on a year-for-year basis for up to four (4) years. 
• Certification in document management, records, or information management would be considered an asset.
• Five (5) years of progressively responsible experience performing document control functions for major infrastructure capital projects.
• Experience working with document and change control on multiple projects.
• Demonstrated proficiency in setting up and using industry applicable electronic document management systems.
• Proficiency with Microsoft Products (incl. SharePoint Online), and Bluebeam, strongly preferred.
• Experience setting up and delivering training programs.
• Previous management experience preferred.
• Preferred certification Quality ANSI certification or Construction documents technologist by CSI or equivalent.