Document Controls Specialist

Document Controls Specialist

Reporting to the Document Controls Manager, this position has overall responsibility to support all procedures, processes and systems of the administered plan for controlled documents and information management specifically for the DP&C Group (Delivery Projects & Construction). Primary focus will be on procedures and reference manuals.

Primary Responsibilities:

• Work within a team to develop, update, review and implement processes and procedures with particular focus on 23 DP&C Project Management Procedures and 15 Reference Manuals.
• Support all areas of the DP&C Group for Document Controls/Information Management - Lead teams to create, review and update Document Controls and Standards in accordance with industry and company standards to better support project teams in their construction work
• Assist to develop and implement document control processes, procedures, requirements and change controls for Document Owners to meet internal and external compliance requirements.
• Assist in communicating all new or updated Document Controls to relevant users
• Assist and create, develop and present PowerPoint and/or other types of presentations to senior management and large groups as requested (live, Webcast, etc.).
• Maintain status and generate reports on Procedure work on a regular and timely fashion
• Along with manager and document owners, develop roll-out strategy for communications/change management where required for new or updated documentation.
• Work closely to assist in facilitating teams for procedure reviews
• Schedule project review team meetings; prepare recaps for distribution
• Assist to enforce document control requirements and rules for all project standards
• Assist in overseeing archiving of regulatory documents in a central repository and ensure/monitor required project documentation is filed
• Evaluate existing document control practices, identify gaps and make suggestions for improvements.

Requirements:

• College degree is required.
• Extreme attention to detail
• Excellent writing skills – a sample will be part of the interview process
• Advanced knowledge of SharePoint, Microsoft Word, Excel and Acrobat - must be comfortable with various software's
• 4 years minimum of broad documentation experience
• 2 years minimum of experience working with procedures and processes
• Knowledge of ECM (Electronic Content Management) principles, strategies, systems and best practices
• Advanced knowledge of computer technology
• Must have a valid driver's license
• Must foster an inclusive work environment and respects all aspects of diversity
• Must demonstrate and value differences in others' strengths, perspectives, approaches, and personal choices

Desired:

• Project management experience
• Broad based business experience and knowledge of Client operations.
• Web interface knowledge/HTML
• Database experience (such as Access)