Document Control Specialist

Document Control Specialist

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

Primary Responsibilities:

• Help to develop and implement processes and procedures to support all areas of the DP&C Group for Document Controls/Information Management and Project Management Procedures and Processes
• Lead teams to create, review and update Document Controls in accordance with industry and company standards to better support project teams
• Benchmark and evaluate existing document control practices, identify gaps and make improvements
• Assist to develop and implement document control processes, procedures, requirements and change controls for Document Owners to meet internal and external compliance requirements
• Respond to all inquiries (legal, audit, etc.) regarding Document Controls
• Communicate all new or updated Document Controls to relevant users
• Assist and create, develop and present PowerPoint and/or other types of presentations to management as requested (live, Webcast, etc.)
• Generate reports on the performance of Document Controls projects for appropriate management
• Help to develop and conduct training programs and guidelines for all users of utilized document control systems (MS SharePoint and FileNet). Conduct workshops as needed
• Along with manager and document owners, develop roll-out strategy for communications/change management where required for new or updated documentation
• Supervise internal support staff as needed and directed, outside vendors, consultants and contractors
• Help to identify and manage requirements for support staff
• Assist to develop and evaluate support staff including providing feedback, reviewing performance, preparing appraisals and assisting in planning/managing developmental programs
• Help to develop and track budget effectiveness/efficiency involving all document controls programs (systems, creation for all projects - all vendors/contractors, IT costs, etc.)
• Be knowledgeable of corporate Procurement requirements and procedures and ensure they are implemented and adhered to
• Assist to enforce document control requirements and rules for all project standards
• Perform system administration tasks if and when required
• Act as a backup to Documents Manager when needed
• Work with QA procedures to test and evaluate the system
• Help to develop processes to help ensure archiving of regulatory documents in a central repository and required access and distribution as needed

Requirements:

• College degree is required
• Advanced knowledge of SharePoint and knowledge of ECM (Electronic Content Management) principles, strategies, systems and best practices
• 2 years minimum supervisory experience
• 2-4 years minimum of broad documentation experience
• Advanced knowledge of computer technology
• Knowledge and experience of testing requirements and reporting results (both content and technology)
• Knowledge and experience of building surveys on line (or in SharePoint) and reporting results
• Knowledge of Electronic Publishing and experience in all file formats, graphics and many different software programs
• Advanced knowledge of all Microsoft Office products
• Proven expertise in gathering business requirements, building sites and training clients
• Experience working closely with IT teams and their process for development of IT projects
• 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:

• Broad based business experience and knowledge of the Company's operations
• Web interface knowledge/HTML
• Database experience (such as Access)
• Knowledge of XML and DITA Architecture and/or Programming
• Project management experience