Junior Document Controller

Salary Range: $62,000-$90,000 (commensurate with experience) Employment Type: Full-time Position Summary Jaquith Consulting Group, Inc. (JCG) is seeking a detail-oriented Junior Document Controller to support the development, management, and maintenance of documents and records across the California High-Speed Rail Authority, ensuring the ongoing compliance, success and integrity of the Document Control System (DCS). This role supports the Authority by ensuring the timely, accurate, and efficient handling of all project documentation and data, aligning with quality standards and project-specific procedures. The Junior Document Controller plays a critical role in version control, traceability, and the integrity of controlled documents throughout the project lifecycle. Additionally, the incumbent assists in developing and maintaining DCS-related policies, procedures, and training materials, ensures seamless integration with other document management systems, and trains state personnel to use the DCS in alignment with organizational goals effectively. This position is vital to ensuring document control operations are consistent, efficient, and compliant with regulatory and program requirements. Key Responsibilities Establish and maintain document control systems and workflows for document submissions, approvals, and distribution Assist with the initial setup and configuration of the DCS, including defining project requirements, selecting the appropriate platform, designing folder structures and metadata, developing naming conventions, configuring automated workflows, and establishing user roles and permissions to ensure a structured, secure, and efficient document management environment Receive and log incoming documents from contractors, consultants, and internal teams into the DCS, ensuring all metadata, such as title, number, revision, discipline, and originator, is accurate and complete Maintain master copies of all project-related documents, maintain version control, track revisions, and ensure correct formatting and naming conventions for technical and project documents Collaborate with contractors, consultants, and internal stakeholders to ensure timely submission and retrieval of required documentation Ensure compliance with document control standards, QA/QC protocols, and regulatory requirements Archive project documents appropriately and facilitate audits or handovers at project completion Develop and maintain the Document Control Management Guide (DCMG) to reflect current procedures, system changes, and compliance requirements. Provide training and support to team members on document control processes and tools to utilize the Document Control System (DCS) successfully Generate reports on document statuses, tracking submittal turnaround times, escalating review bottlenecks, and maintaining dashboards or trackers to keep project leadership informed Research, review, and analyze the effectiveness and efficiency of existing processes and develop strategies for enhancing or further leveraging these processes Assist in the development of standardized policies, procedures, templates, and tools for consistent document control practices across contracts and offices Ensure all documents are audit-ready and compliant with project standards by identifying missing records, unauthorized revisions, or approval gaps, and flagging any inconsistencies for corrective action Assist with document control training activities, including onboarding new staff, providing ongoing user support, leading system-specific micro-training, reinforcing compliance standards, maintaining training records, updating reference materials, and continuously improving training based on user feedback and system changes Assist and ensure compliance with the Authority’s ISO 9001:2015 certification, audits, and recertifications Assist and ensure compliance with contractual, legal, and regulatory standards (e.g., ISO 9001, FHWA, FTA), and support conducting audits to verify document traceability and version control Monitor document retention schedules and support legal holds, FOIA/public records requests, and third-party audit responses Establish and maintain effective working relationships and communications with client staff, project consultants, private contractors, employees, and the public Perform periodic audits for metadata accuracy, overdue reviews, or version control issues Required Qualifications Bachelor’s degree in Business Administration, Information Management, Records Management, Public Administration, or a related field; or equivalent professional experience A minimum oftwo (2) years ofexperience performing document control functions, preferably on infrastructure, transportation, or public-sector projects Working knowledge of document control principles, including metadata, naming conventions, version control, revision tracking, and document classification Proficiency with Microsoft Office and Adobe Acrobat, and hands-on familiarity with SharePoint or a comparable document management platform Experience receiving, logging, and maintaining controlled documents within an enterprise document management system, with a focus on metadata accuracy and completeness Strong organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines Clear written and verbal communication skills, with the ability to collaborate effectively with contractors, consultants, and internal teams Ability to work independently and collaboratively with multidisciplinary teams Preferred Qualifications Experience supporting document control on large-scale, complex capital programs, preferably in infrastructure, transportation, or public-sector environments Familiarity with QA/QC protocols and quality standards such as ISO 9001:2015, including support for audits and recertifications Exposure to federal or state regulatory and compliance requirements (e.g., FHWA, FTA) and to public records, FOIA, or legal hold processes Experience assisting with the setup or configuration of a Document Control System, such as folder structures, metadata schemas, automated workflows, or user roles and permissions Experience developing or maintaining SOPs, desk manuals, process maps, templates, or training materials Experience delivering user training or onboarding support on document management tools and processes Progress toward, or interest in, professional certification in document or records management (e.g., CDIA+, CRM) Knowledge, Skills & Abilities Sound understanding of document control principles, standards, and best practices, including metadata requirements, naming conventions, version control, and classification standards Ability to receive, log, and track controlled documents accurately, maintaining data integrity and version control throughout the document lifecycle Strong attention to detail and accountability, with a commitment to accuracy and to promoting consistent document control practices Ability to identify missing records, unauthorized revisions, or approval gaps and to flag inconsistencies for corrective action Familiarity with QA/QC protocols and regulatory compliance requirements, with the ability to support audits, recertifications, and document retention activities Ability to generate status reports, dashboards, and trackers, and to communicate document status and turnaround times to leadership Proficiency with Microsoft Office, SharePoint, Adobe Acrobat, and enterprise document management platforms Willingness to learn and support process improvements, user training, and the ongoing development of document control procedures Health, dental, and vision insurance Jaquith Consulting Group is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability, age, veteran status, or any other protected characteristic. #J-18808-Ljbffr Jaquith Consulting Group