Document Control Specialist

3 weeks ago

Houston, United States Proman USA Full time
Job DescriptionJob Description

Job Summary / Overview

The Document Control Specialist will provide support and direction to all functional areas of the business to ensure that all documentation is organized, maintained and updated. This position will have strong knowledge of the standard concepts, practices, and procedures within the field.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and competencies.

  • Assists with the process of executing and managing documents, according to established company policy.
  • Assists with organizing and managing company documentation in M-Files and Policy Tech or any other Electronic Document Management systems (EDMS) utilized by the company.
  • Works closely with the Information Technology (IT) group to ensure that the security and validity for the EDMS is maintained, and also any updates or changes due to evolving technology is implemented at Proman to keep Proman’s document control in good standing with the state of the art.
  • Ensure that all company documentation is consistent with correct nomenclature and format templates.
  • Verifies proper approvals for signatures and certifies that documents are signed by authorized individuals.
  • Provide reports to all functional department leads for tracking and managing department specific documents, not limited to document validity and reviews.
  • Provides support to Major projects for Document control of all communication and documentation.
  • Establishes systems/processes for documentation of records in functional departments as well as for Projects.
  • Scan or read incoming materials to determine how and where they should be classified or filed.
  • Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.
  • Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
  • Answer questions about records or files.
  • Keep records of materials filed or removed, using logbooks or computers and generate computerized reports.
  • Add new material to file records or create new records as necessary.
  • Gather materials to be filed from departments or employees.
  • Find, retrieve, and make copies of information from files in response to requests and deliver information to authorized users.
  • Track materials removed from files to ensure that borrowed files are returned.
  • Identify document management requirements of departments or end users.
  • Review records for completeness, accuracy, and compliance with regulations.
  • Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.

Qualifications

Licenses, Certifications, and/or Registrations

  • None Required.

Education, Experience, and/or Training

  • Highschool diploma or equivalent required.
  • Minimum of three (3) years’ experience working in related field required.
  • Associate degree; or equivalent from a two-year college or technical school plus two (2) years or more of related experience and/or training; or five (5) years or more of related experience and/or training, preferred.
  • Minimum two (2) years’ experience working in the Manufacturing or Industrial industry preferred.

Knowledge, Skills, and Abilities

  • Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Computers and Electronics — Knowledge of software, including applications and programming.
  • Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

  • Reading Comprehension — Understanding written sentences and paragraphs in work related documents.

  • Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

  • Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

  • Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.

  • Oral Expression — The ability to communicate information and ideas in speaking so others will understand.

  • Flexibility of Closure — The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.



Special Requirements

Tools / Equipment

  • Computer
  • Copy Machine
  • Scanner
  • Telephone system

Software

  • Proficiency in Microsoft Office, including Excel, Word, and Outlook required.

Physical

  • Ability to lift 20 lbs. occasionally.
  • Ability to sit for prolonged amounts of time required.
  • Ability to effectively communicate through various means required.

Environmental

  • Majority of work is performed within an office environment, including office equipment – such as computers, telephones and copiers.
  • Requires passing by industrial equipment on way to office.
  • Noise levels are typically moderate.

Work Schedule

  • Regular 40-hour work week or 9/80 work schedule, normal duty hours as assigned.
  • May work longer hours to meet deadlines as necessary.

Travel

  • Less than 10% of the time.

Disclaimer

This is not necessarily an exhaustive list of all responsibilities, skill, tasks, requirements, efforts, or working conditions associate with the job. While this is intended to be an accurate reflection of the current job, Proman USA reserves the right to revise or change job duties and responsibilities as business needs arise. In compliance of ADA regulations, the employee must be able to perform essential functions

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