Senior Document Control Specialist

2 weeks ago

Austin, United States CapMetro Full time
Job Description

WHO WE'RE LOOKING FOR

The Senior/Lead Document Control Specialist reports directly to the Manager, Project Controls Office. Candidate for this position must have proven experience in document management systems and technology applications that are broadly adopted in the project delivery of infrastructure projects. This position is responsible for document control functions on locally and federally funded Capital Projects. These functions include but are not limited to setting up department-wide document control standards, policies, and procedures, serving as departmental document records coordinator, providing life cycle document management per industry standards, report development, setting up document audit standards, setting up workflows and templates, conformed drawings, construction schedules, meeting minutes, requests for information (RFI), submittals, transmittals, and training. This position sets up and provides overall administration of the department's Document Management Program in accordance with the applicable local, State, and Federal laws. This position also serves as the liaison on document management matters within the agency and with agency partners and stakeholders.

Responsibilities

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.
Qualifications

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.
Knowledge, Skills, and Abilities:
  • Knowledge of project and document management methods, principles, and practices, tools, including record identification, control, audit, and status, establishing document management policies, procedures, review cycles, instructions, and standards.
  • Knowledge and skills in reading and interpreting construction drawings, surveys, contracts, and project management documents, and working with regulatory agencies.
  • Knowledge of public procurement practices, recordkeeping, document management, and emerging technologies that impact document management.
  • Preferred working knowledge of Microsoft Word, Excel, PowerPoint, Planview (PPM Pro, Project Place, Agile Place), e-Builder, Aconex, and other Project and Record Management systems.
  • Knowledge and understanding of federal and other requirements and processes specifically focused on FTA and FRA processes and requirements.
  • Ability to work on multiple projects and prioritize tasks as needed.
  • Strong interpersonal skills and ability to effectively communicate orally and in writing.
  • Ability to work and interact professionally with supervisors, co-workers, contractors, stakeholders, government entities, and the public in general.
  • Ability to develop and maintain effective working relationships and to work in a team environment.
  • Must be proactive, detail-oriented, thorough, and well-organized.
  • Ability to prepare and deliver presentations.
WORK ENVIRONMENT AND PHYSICAL DEMANDS

Work is generally performed in an office environment in which there is only minimal exposure to unpleasant and/or hazardous working conditions. This position works with multiple project timelines and may be responsible for managing employees performing work of a complex nature.

Incumbent must have the ability to stand and sit frequently throughout an eight-hour period, reach vertically for overhead use as well as horizontally. Must be able to use a telephone or headset equipment. Incumbent must be able to lift and move material weighing up to 20 lbs., perform work at a computer terminal for 6-8 hours a day, and function in an environment with constant interruptions.

Reasonable accommodation may be made to enable individuals with disability to perform the essential functions as previously described.

Mobility Status:

As a Mobile position, the incumbent is expected to work in the office as needed. There will be access to touchdown/collaboration spaces when on site. Must be in-office for socialization, strategic collaboration, supervision, oversight, and accountability as needed. #LI-Hybrid

About Us

CapMetro is Austin's regional public transportation provider. We've been around since 1985 and work every day to give residents, commuters, and visitors the best possible transit options available to match their busy everyday lives.

We're always on the move, connecting people with jobs, schools, restaurants, shops, festivals, and other great places to hang out. In fact, we have more than 31 million boardings each year.

About the Team

At CapMetro, we work to empower, enhance, and serve the region and its communities through the responsible delivery of safe, reliable, high-quality transportation. We are driven by a culture of Safety, Equity, Transparency, Sustainability, and Innovation. These values guide us in our daily activities, and decision-making and position us to be a great community partner and to better serve our riders who trust us to get them where they're going

WHAT'S IN IT FOR YOU
  • Work with a diverse, collaborative, and energetic workforce whose focus is to bring innovation into the industry and how we serve our customers and team members.
  • Utilize our free and reduced-fare transit service to get to the office and then plan to hit the gym (for free) and work with our onsite trainers, before heading back home.
  • If you have children between the ages of 6 months and 6 years old, enroll them in the onsite award-winning Childcare and Learning Center.

...and much more

WHAT YOU SHOULD KNOW

CapMetro is deeply committed to building a workplace where inclusion is not only valued but prioritized. We are proud to be 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. CapMetro makes hiring decisions based solely on qualifications, merit, and organizational needs at the time.

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