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Senior Document Control Specialist

1 month ago

Austin, Texas, United States CapMetro Full time
Job Description

The Senior/Lead Document Control Specialist reports directly to the Manager, Project Controls Office. This position is responsible for document control functions on locally and federally funded Capital Projects.

The ideal candidate will 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 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
  • Establish the department document management policy, plan, procedures, logs, standards, and templates for capital projects.
  • 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.