Document Control Specialist I or II

JOB SUMMARY

Document Controls Specialist I

Executes document and data custodial duties for the Engineering and Construction (E&C), Watershed Programs, and Operation and Maintenance (O&M) departments' electronic and hard copy project and process documents and records, files and resource materials in accordance with the Sewer District's records and document management procedures. Coordinates with key internal stakeholders and Sewer District records management on the development, implementation and conformance of appropriate document control standards, policies and procedures. Responsible for the maintenance and integrity of the department information management systems/applications and intranet content management as assigned. Performs other duties of a similar nature as may be required.

ESSENTIAL FUNCTIONS

- Monitors, reviews and reports information regarding documentation status of project to assist project managers in managing projects.

- Compiles information from project managers to fully understand the documentation requirements for each project.

- Maintains confidentiality as needed throughout interactions with all levels of the organization and external contacts.

- Identifies and examines opportunities to further utilize existing tools and software to improve electronic handling of project documentation.

- Participates in automated process workflows per defined roles.

- Develops, implements and maintains document control policies and procedures for the supported departments.

- Develops, implements and maintains document management systems, applications and associated policies and procedures for project and process records, associated documents, systems control documents, reference materials and associated digital data to facilitate efficient, legal and secure access to documents and records.

- Provides technical support for the administration of project content management applications.

- Serves as point of contact for staff and external users coordinating the use of systems for project management and document controls ensuring access, addressing questions, troubleshooting and resolving problems and communicating system changes.

- Identifies and classifies documents according to characteristics such as security level, function and metadata.

- Develops, implements and utilizes appropriate formatting, file name conventions, user interfaces, document metadata, document workflows procedures and standard processes. Ensures appropriate approvals are obtained.

- Provides quality assurance for document control procedures and practices.

- Performs quality assurance on project and process documents, site content and site organization.

- Performs quality assurance on automated workflows for document centric processes.

- Oversees the day-to-day management of department project and process records in accordance with document control and the Sewer District's Records Management policies and procedures which includes the upload of content for projects and processes into appropriate information management systems.

- Provides communication and training on document control procedures, system/application procedures and other information as needed to the Sewer District staff and external users.

- Provides administration support to the project related records off-site storage program.

- Performs other duties of a similar nature as may be required.

JOB SUMMARY

Document Controls Specialist II

Administers the electronic and hard copy project and process documents and records, department files and resource materials in accordance with Sewer District records and document management procedures for the Engineering and Construction (E&C), Watershed Programs, and Operation and Maintenance (O&M) departments. Leads and coordinates initiatives with Sewer District management and records management teams on the development, implementation and conformance of appropriate document control standards, policies and procedures. Responsible for the access administration, maintenance and integrity of the department information management systems/applications and intranet content management. Leads document control related projects and creation of process related documentation. Performs other duties of a similar nature as may be required.

ESSENTIAL FUNCTIONS

- Develops, implements and maintains document control policies and procedures for the department.

- Develops, implements and maintains document management systems/applications, associated policies and procedures for project and process records, associated documents, systems control documents, reference materials and associated digital data to facilitate efficient, legal and secure access to documents and records.

- Configures document management system to meet the needs of the end users. Serves as a point of contact for internal and external users coordinating use of the document management system for project management ensuring access, addressing questions, troubleshooting and resolving problems and communicating updates or changes to the application.

- Ensures documentation reviews are conducted according to established policies and procedures and appropriate approvals.

- Develops, implements and utilizes appropriate formatting, file name conventions, user interfaces, document metadata, document workflows procedures and standard processes. Ensures appropriate approvals are obtained.

- Manages the documentation version history and storage process as well as the internal document review process. Monitors and generates status reports to track review activities.

- Leads document control related projects by gathering requirements, maintaining project schedule, communicating status, generating deliverables and closure.

- Works with teams to assess and determine document design, structure and outcome. Assemble documentation in correct format keeping structure, content and organization consistent with the established documentation standards.

- Produces quality documentation and completes a quality review prior to circulation of reviews and approvals. Reviews and edits current documentation for proper use of terminology, style, content, grammar, punctuation and clarity.

- Communicates in a professional manner to management and team members regarding status, needs, issues, approach and recommendations.

- Creates graphics, charts, flows and reports to meet documentation requirements.

- Facilitates meetings and generates minutes and actions items.

- Promotes the utilization of technical functions to resolve documentation challenges or issues.

- Assists with implementation of risk management policies, programs and procedures by participating in projects, reviewing documentation and/or ensuring engagement of appropriate stakeholders to fully implement requirements.

- Keeps abreast of physical and electronic document and records management standards and processes. Provides professional advice and recommendations regarding document control and data management best practices and facilitates the implementation of enhancements and improvements to those systems.

- Provides communication and training on document control procedures, system/application procedures and other information as needed to internal and external users.

- Coordinates information/document requests and research.

- Administers the project related records located in off-site storage.

- Maintains confidentiality as needed throughout interactions with all levels of the organization and external contacts.

- Performs other duties of a similar nature as may be required.

MINIMUM JOB REQUIREMENTS

EDUCATION

- Candidate must possess bachelor's degree, preferably in information systems, library science, business administration or related technical field.

- Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

EXPERIENCE

Document Controls Specialist I

Candidate must possess three (3) years of document and content management experience, preferably in project delivery environment. Demonstrated understanding of project management and delivery concepts and tools is required.

Document Controls Specialist II

Candidate must possess five (5) years of successful document control or project document management and content management experience, ideally in an engineering or public works organization.

OTHER REQUIREMENTS

KNOWLEDGE, SKILLS, AND ABILITIES

- Candidate must possess knowledge of document and content management, quality assurance, cataloging, formatting and file naming.

- Candidate must possess the ability to effectively plan, coordinate, establish and maintain effective working relationships and prioritize workloads based on
available resources.

- Candidate must possess the ability to manage projects, meet deadlines and tackle emergencies and difficult situations.

- Candidate must possess effective written and verbal communication, organizational skills and decision-making abilities.

- Candidate must be proficient in Microsoft Office Suite including Word, Excel, Access, Outlook and PowerPoint.

PHYSICAL AND MENTAL REQUIREMENTS

During the course of performing the essential functions of this position the employee must be able to compile, compare, compute, analyze, synthesize, copy, coordinate, instruct and negotiate. Ability to communicate while exhibiting strong interpersonal skills is required. Physical work will need to be performed, such as standing, sitting, handling, walking, reaching, fingering, hearing, feeling and talking. This position requires heavy computer knowledge and ability. Ability to lift up to 10 lbs. on an occasional basis. Position will require visual demands of near acuity, depth perception, color vision, accommodation and far acuity. The position is primarily an office position however, the need to be in the field is required on an occasional basis. While working in the field the employee may be exposed to extreme weather, atmospheric conditions, vibrations, hazards and wet and/or humid conditions.

Pay Range: USD, Commensurate with Experience

Document Controls Specialist I: $59,000 - $70,800

Document Controls Specialist II: $62,540 - $78,175

Our Employee Benefits & Wellness Programs
We offer a comprehensive employee benefits package including Health Insurance Coverage, Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans), Flexible Spending Accounts, Employee Assistance Program, Free Parking at our facilities, Corporate Discounts, and more! We also have an active Health & Wellness Program that promotes a life/work balance.

NEORSD supports the use of hybrid work as a way to help attract and retain talented individuals in public service, increase worker productivity and better prepares the agency to operate during emergencies. This position may be authorized for hybrid work. Hybrid eligibility will be discussed during the interview process.

DISCLAIMER: The information outlined in this job description indicates the general nature and type of work performed by employees within this classification. It is not intended to provide a comprehensive inventory of all duties, responsibilities or competencies required of employees within this classification.