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Document Control Specialist

4 months ago

Austin, United States Austin Transit Partnership Full time

JOB SUMMARY

The Document Control Specialist at Austin Transit Partnership plays a critical role in managing the documentation lifecycle for all ATP projects. Reporting to the Senior Vice President of Program Controls, this position ensures the effective flow, tracking, management, and auditing of documents related to active and inactive design and construction projects. The Specialist is instrumental in maintaining compliance with Federal Transportation Administration (FTA) regulations and supports the development and implementation of document control systems, contributing to ATP’s mission of delivering efficient and sustainable transit solutions.


ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential duties and primary responsibilities below are intended to describe the general requirements of this job and are not intended to be an exhaustive statement of duties. Other duties may be assigned.

  • Develop and maintain project document management systems, ensuring all project documentation is accurately recorded and easily accessible.
  • Oversee the documentation controls for design and construction change orders, requests for information, and submittals.
  • Train staff on document control policies, procedures, and tools, enhancing organizational efficiency and compliance.
  • Manage and track project correspondence and documents throughout their lifecycle, ensuring secure storage and proper disposal.
  • Verify contractor compliance with document submission procedures, maintaining ATP’s standards for documentation.
  • Respond promptly to requests for project documents, generating reports as necessary to support project management and stakeholder inquiries.
  • Maintain a controlled set of documents, including drawings and specifications, ensuring their timely distribution and accessibility.
  • Act as custodian for project records, liaising with the legal department regarding subpoenas, litigation, and records retention policies.
  • Ensure document control procedures meet or exceed local, state, and federal records management policies and standards.


MINUMUM QUALIFICATIONS-EDUCATION AND EXPERIENCE

  • Bachelor’s degree in Construction Management, Public Administration, Business, or a related field.
  • Three years of experience in document control, office management, or an administrative role involving complex records and data management.
  • OR An equivalent combination of education, experience, knowledge, skills, abilities, and other characteristics consistent with the required qualifications


KNOWLEDGE, SKILLS, AND ABILITIES

  • Expertise in document management processes and electronic document management systems.
  • Strong interpersonal skills to build effective working relationships with project teams and stakeholders.
  • Knowledge of FTA processes and requirements, particularly related to New Starts.
  • Proficiency in project management software.
  • Must be proficient in using business and communications software, preferably Microsoft Office 365 which includes Word, Excel, PowerPoint, Outlook, and Teams


LEADERSHIP EXPECTATIONS

  • Demonstrates leadership in fostering best practices in document control and management, setting a positive example for adherence to processes and policies.
  • Proactively engages with project teams and stakeholders to facilitate seamless document flow and access.
  • Champions ATP’s commitment to safety, diversity, and inclusion, ensuring these principles are reflected in the document control process and team interactions.


WORK ENVIRONMENT AND PHYSICAL DEMANDS

Work is generally performed in an office environment, but occasionally requires attendance at public meetings, stakeholder meetings, and/or job sites. ATP promotes a safe and healthy work environment and provides appropriate safety and equipment training for all employees as required.


COMMITMENT TO DIVERSITY

ATP is committed to building a workplace where inclusion is valued. ATP is an equal opportunity employer and committed to creating a welcoming and diverse environment. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, age, or any other protected characteristic as outlined by federal, state, or local laws. ATP makes hiring decisions based solely on qualifications, merit, and organization needs at the time.