Senior Document Controller

Job Description

Job Description

  Location: Sacramento, CA (on-site)
Salary Range: $90,000-$150,000 (commensurate with experience)
Employment Type: Full-time 

Position Summary  

Jaquith Consulting Group, Inc. (JCG) is seeking an experienced and detail-oriented Senior Document Controller to lead advanced document control operations for the California High-Speed Rail project. Under the direction of the Document Control Manager, the Senior Document Controller will serve as a subject matter expert and technical lead for document control operations, systems, and standards.  

The position provides advanced oversight of document management processes, ensures compliance with regulatory requirements, and supports the implementation, administration, and continuous improvement of the enterprise-wide Document Control System. The Senior Document Controller plays a critical role in stabilizing current document control operations while supporting long-term enterprise initiatives, system adoption, and best practices across projects and functional units. 

Key Responsibilities  

• Serve as a senior-level subject matter expert for document control systems, processes, and standards across the organization  
• Provide guidance, mentoring, and technical support to Document Controllers, Program Analysts, and project teams  
• Act as a system administrator or power user for the enterprise Document Control System, supporting configuration, permissions, workflows, and troubleshooting  
• Support enterprise document control initiatives, including system rollout, enhancements, and adoption strategies  
• Oversee document intake, processing, distribution, storage, and archival activities to ensure compliance with standards, contractual requirements, and regulatory obligations  
• Ensure adherence to document control procedures, metadata requirements, naming conventions, version control, and classification standards  
• Review document submittals for completeness, accuracy, and compliance prior to acceptance into document management systems  
• Support audit readiness efforts by ensuring documentation is complete, traceable, and properly maintained  
• Support the procurement, deployment, configuration, and optimization of the enterprise-wide Document Control System  
• Participate in defining system requirements, workflows, user roles, and reporting capabilities  
• Identify system gaps, risks, and improvement opportunities; recommend and support enhancements to improve efficiency and data integrity  
• Develop and maintain process maps, SOPs, desk manuals, and system user guides  
• Monitor document control performance metrics, workload trends, and compliance indicators  
• Maintain document control dashboards, trackers, and reporting tools to provide visibility into system health and operational performance  
• Support risk identification and mitigation by maintaining document control risk logs and issue trackers  
• Prepare summaries, reports, and briefings for leadership related to document control performance and system adoption  
• Serve as a primary point of contact for document control matters with internal staff, consultants, contractors, and external partners  
• Coordinate closely with project teams, IT, Business Analysts, procurement, and compliance staff to support document control needs  
• Provide training, onboarding, and ongoing support to users of document control systems  
• Support change management efforts related to new tools, workflows, and standards  
• Contribute to continuous improvement initiatives to enhance document control efficiency, clarity, and consistency  
• Support special projects, enterprise initiatives, and strategic priorities as assigned  
• Promote a culture of accuracy, accountability, and best practices in document control 

Required Qualifications  

• Bachelor’s degree in Business Administration, Information Management, Records Management, Public Administration, or a related field; or equivalent professional experience  
• Demonstrated experience performing document control functions on complex programs or capital projects  
• Strong knowledge of document management systems, document control standards, and compliance requirements  
• Proficiency with Microsoft Office, SharePoint, Adobe Acrobat, and enterprise document management platforms  
• Strong organizational, analytical, and communication skills with the ability to manage multiple priorities  
• Experience developing SOPs, workflows, process maps, and training materials  
• Ability to work independently and collaboratively with multidisciplinary teams 

Preferred Qualifications  

• Experience supporting or administering an enterprise-wide Document Control System as a system administrator or SME  
• 10 years of experience on projects similar in scope and complexity, preferably on large infrastructure, transportation, or public-sector programs  
• Professional certification in document or records management (e.g., CDIA+, CRM) or equivalent  
• Familiarity with audit processes, regulatory compliance, and document retention requirements  
• Experience supporting system implementation, change management, or enterprise process improvement initiatives 

Knowledge, Skills & Abilities  

• Sound understanding of document control principles, standards, and best practices, including metadata requirements, naming conventions, version control, and classification standards 
• Experience with document control operations on complex, large-scale programs, preferably in infrastructure, transportation, or the public sector 
• Maintain accuracy, accountability, and attention to detail while promoting a culture of best practices in document control 
• Familiarity with developing SOPs, desk manuals, process maps, workflows, and system user guides 
• Proficiency with Microsoft Office, SharePoint, Adobe Acrobat, and enterprise document management platforms 
• Clear written and verbal communication, including preparing summaries, reports, and briefings for leadership 

Jaquith Consulting Group and the California High-Speed Rail Authority are equal opportunity employers. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability, age, veteran status, or any other protected characteristic.