Senior Specialist

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Country:

United States Contract Type:

Regular (US only) Work Pattern:

Full Time Sector:

Transport Job Ref:

1820 Here at Mott MacDonald, we are experts in engineering, management, and development services supporting multisector project work in over 150 countries. One of the largest employee-owned companies in the world, we pride ourselves in our ability to deliver exceptional outcomes through the connected thinking of our 16,000+ talented consultants. Sustainability and innovation are at the heart of all of our sectors which, in North America include Advisory, Built Environment, Energy, Transportation, and Water. Mott MacDonald is looking for a Senior Specialist - Document Control Manager (DCM) for a heavy rail transit client to work in our client’s location. The location can be either in Alexandria, VA or New Carrollton, MD. Responsibilities and minimum requirements for this position are provided below.

The Senior Specialist - Documentation Control Manage (DCM) oversees the management of the Communication & Signaling (COSI) Department’s controlled governing documents. The DCM provides advice and guidance concerning the planning, organizing, training, promoting, and other activities involved with respect to department records and controlled documents creation, revision schedules, maintenance, use, and disposition. This position requires an understanding of the Client’s organizations, functions, roles, and responsibilities. In-depth knowledge of project and document management methodologies, technology, and procedures are critical to this position. The DCM leverages proven knowledge of document control methods and the use of a document management system to comply with document requirements and compliance. The applicant should be familiar with end-user training, document repositories and customer-focused /solution-based strategies. This position will manage the department’s pool of Technical Writers.

Responsibilities: Serves as the Document Management Liaison, provides advice and guidance concerning the planning, organizing, training, promoting, and other activities involved with respect to department records and controlled documents creation, revision schedules, maintenance, use, and disposition. Ensures compliance to Metro’s document retention procedures and policies Manages the daily functions of the document management system, and software applications, such as, databases, graphic and spreadsheet applications which supports document and correspondence management for the organization Oversees the ongoing development, implementation and maintenance of document management policies, procedures, and systems to ensure the proper compliance. Monitors and evaluates existing document management systems to ensure compliance with applicable standards and regulations Trains staff on document management policies, procedures, and systems and ensures the proper management and preservation of controlled documents Effectively advises department management and staff on the document management processes, procedures, and technology with project application team, departments, and contracted staff. Ensures a clear understanding of the requirements related to the document management program and that document management mandates are met Troubleshoots outgoing and incoming document management system workflows. Provides end-user support to departments and individuals utilizing the document management processes and technology Leads the design, drafting, compiling, and updating of monthly and quarterly reporting for the Quality department. Provides visibility into Quality metrics and status updates to departmental and Metro wide leadership Establishes priorities for the review and analysis of information for content, research and interpretation of data. This includes the priorities for information to resolve issues and assign actions to the appropriate organization Oversees the document revision cycle, the timely revision and distribution of documentation to appropriate users. Ensures that the quality of documentation and other content complies with approved document management procedures Understands and supports Quality programs related to internal reviews, regulatory audit requirements and provides support to all audits as needed Serves as document management system Subject Matter Expert and provides interdepartmental support Maintains a broad working knowledge of the organization’s programs, applicable policies and procedures related to the impact on core business functions and this position Oversees document management processes, performance, and compliance report creation Responsible for supervisor review and approval for direct reports (i.e., Kronos time and attendance, performance management, etc.) Acts on behalf of Quality Management Team (QMT) management when they are on leave or as delegated Participates in departmental recruitment efforts to include resume review and interview panel member participation and onboarding new employees or contractors Supervises, mentors, and coaches direct reports and team members as needed Reviews and reports monthly Key Performance Indicators report within the established deadlines. Provides insight of critical QMT metrics to departmental and Metro wide management Qualifications: Bachelor's Degree or Diploma in a related field Minimum 10+ years of combined experience as a document control specialist and manager At least 3-5 years of experience leading a document control team Has working knowledge of the rail, transit, and transportation industries Has working knowledge of industry software tools for document management and compliance Excellent verbal and written communication skills Equality, diversity and inclusion We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, creed, marital status, sexual orientation, gender identity, citizenship status or disability status. At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust. More about Mott MacDonald We’re a global engineering, management and development consultancy. Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities. A fundamental part of this is respecting each person’s differences and striving to meet their needs.

Nearest Major Market:

Arlington Virginia Nearest Secondary Market:

Washington DC

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