Document Controller

Supplier Bill Rate: ***
Job Title: Document controller
Duration: 6 months
Work Hours: 8am-5pm
Location: Onsite, 1WTC
Supports the management of company documents and ensures accuracy, quality and integrity. Supports the adherence of record retention policies and safeguards information to be in compliance with rules and regulations of the Oregon Public Utility Commission, the Federal Energy Regulatory Commission and all other applicable laws, rules and regulations relating to records management; participates with records management professionals in providing technical support and guidance to ensure they comply with RIM best practices and obligations under this policy.
Project Support:
Provides technical support to records management professionals for complex projects and studies to meet stakeholder needs, improve compliance or improve processes of the RIM program; participates in meetings with department managers and site representatives to review potential operational changes and related record needs; documents and reports on discussions on process improvements based on industry best practices and on project plans/progress, program status, issues and recommendations.
Document Management System:
Ensures the electronic drawing management system is accurate and that drawings are viewable and drawing life-cycle states are correct; maintains the as-built database, ensuring effective scanning, tracking and processing of documents; determines when data or file is corrupted and investigates, resolves and partners with drafters, designers and/or engineers to correct errors; updates the operating one-line index; prepares operating one lines for issue; provides basic-level training and instructions on document management system to cross-functional groups.
Drawing Distribution:
Ensures accuracy of drawing distribution matrix (e.g., drawing size, number of copies); provides accurate and timely drawing distribution for construction projects and as-built updates; distributes vendor review drawings to appropriate designers and engineers.
As-Built Drawings:
Documents as-builts received from designers, engineers and field crews; processes and distributes as-built packages; confirms completeness of as-built packages; creates and distributes transmittals for as-builts and drawing issues; identifies drawing data discrepancies (e.g., revision number, drawing number, sign off and image accuracy) and ensures corrections are made.
Construction Packages:
Processes detailed construction packages ensures the drawing data contents are complete and drawing status is updated; timely issues and distributes packages to meet critical construction or outage schedules.
Document Scanning:
Accurately processes, scans, categorizes and archives files in accordance with established procedures; operates scanning equipment, producing a quality product and within required timeframes; inspects all scan quality to prevent or eliminate defects or mistakes; indexes and files all electronic documents into the electronic records system.
Training Support:
Supports records management professionals by participating in developing and providing training and support to staff members to ensure business unit remains in compliance with operating policies and procedures; participates in assessing the need for and training employees on how to use corporate records management systems, including documentation, retention and retrieval.
Design Documentation:
Ensures technical specifications and operating manuals are processed and distributed according to procedures; posts electronic versions on eRecords. Ensures List of Materials and List of Nameplates are maintained in systems used in department to assist designers, engineers and field crews with identification of installed equipment; updates construction, maintenance and operations documents, database and SharePoint sites to ensure availability of critical information; creates, edits and maintains department procedures and work instructions within area of control.
Education:
High school diploma or equivalent.
Experience:
Preferred: five or more years in document control, records management or related field.
Competencies:
Intermediate knowledge of electronic document management system (e.g., eRecords, Autodesk Vault) and relational software applications (i.e., database and reports)
Basic knowledge of engineering drawing types (i.e., isometrics, one-lines and electrical schematics) related to substations.
Basic knowledge of interpreting electrical, mechanical and civil drawings to identify drawing data discrepancies.
Intermediate knowledge of drawing life cycle and moving to published status.
Intermediate computer skills using Microsoft Suite (Excel, Word, Access and Outlook), database, eRecords, SharePoint and Autodesk Vault
Working knowledge of records management laws, regulations, policy and procedures
Can you give a high-level overview of your team size, roles, its initiatives/deliverables, and any tool/technologies specific to your team/department/project they will be supporting:
Our Document Control team consists of 3 individuals who support both Generation (PSES) and Grid Asset Engineering's document control needs. Services provided by document control include issuing construction packages, ordering prints from print services, maintaining drawing records in our drawing management system (Vault), archiving records to eRecords, updating records in Unifier, interacting with external consultants for drawing check outs / check ins, maintaining and intaking equipment records and manuals, SharePoint modifications as needed for various records. Software used includes AutoDesk Vault, Unifier, QuickBase, SharePoint, Bluebeam, network drives, Oracle ERP and Microsoft office suite (Outlook, Excel, Word, ect.),
What would you say is the top priority for the worker over the first few weeks/months?:
Becoming proficient in Vault and QuickBase to issue construction packages
Utlities Experience Required: No
Top 3 must haves:
Problem Solving
Computer skills/ability to learn new software
Detail Priented
Top Nice to Haves:
1 Good communication
2. Experience in Vault
3. Experience in QuickBase


EEO:


"Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of - Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."