JobRialto
Senior Document Control Submittal Specialist
JobRialto, San Jose, California, United States, 95199
Position Summary:
Proficient in analyzing established Document Management environment, documenting, creating current mapping of Document Management System configuration and providing recommendations to implement and manage reconfiguration and reassignments of groups and permissions.
Document Control Specialists support the implementation of policies and protocols for document management, including audit and reporting functions, and ensuring templates are available for program participants.
Document Control Specialists assist the DCM in providing training on document management to program participants and audits the system to monitor users' adherence to procedures and conventions.
Document Control Specialists are responsible for the following activities:
Collaborating with and reporting to the DCM on document control tasks.
Providing user support for all document control questions and issues.
Managing and controlling the Records Center.
Managing the transmittal of incoming and outgoing formal correspondence.
Performing periodic audits of user permissions.
Ensuring that documents are available only to authorized users and are quickly discoverable.
Scanning non-electronic documentation (when required).
Coordinating, compiling, and handing over hard copy and electronic files (when required).
Initiating corrective and preventative administrative actions for document handling.
Performing project closeout and archiving of records.
Coordinating and implementing training for all program participants utilizing document control systems.
DUTIES AND RESPONSIBILITIES:
The Senior Document Control Specialist under general supervision of the Document Control Lead, performs a variety of document control functions for the BSVII Program.
Coordinates the flow of documents between project management, engineering disciplines, design contractors, construction team, or other department groups.
Will have knowledge of both the work processes of document control and also the use of preferred electronic document management system (EDMS), Aconex used to manage documentation.
Meet and coordinate with internal and external stakeholders to establish project scope, system goals, and requirements to implement and maintain EDMS.
Define and coordinate the execution of testing procedures and develop test cases to rollout EDMS.
Experience documenting, testing, training, and implementing EDMS.
Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements are satisfactorily met throughout the documents and program lifecycle.
Receives, tracks, and monitors documents using EDMS, and produces logs, transmittals, and other reports as required. Enters data and produces reports using other standard office automation or department-specific computer applications.
Maintains an established data distribution system and schedule for the assigned project based upon BSVII Program requirements.
Assists assigned document control staff to ensure effective implementation of project-specific procedures and protocols.
Performs other responsibilities associated with this position as may be appropriate.
Proficiency in project management software such as Aconex, MS Office with expertise in Microsoft Word, PowerPoint and Excel. Assignments will require a working knowledge of Electronic Document Management Systems.
Good written and oral communication, organizational, and interpersonal skills, as well as a demonstrated ability to interact effectively with project personnel and management.
Ability to use initiative and provide practical solutions to complex issues and propose areas for continual improvement.
Encourage teamwork to develop and maintain an effective team environment.
Transmittal workflow for program wide use on Homepage and GEC. Working with Developers to add requirements needed for the Program wide use and GEC.
Develop and rollout workflows to support other document control program objectives. Ongoing development of new requirements and workflows to support DC.
Complete plan for GEC/PMT Submittal and RFI Workflow requirements.
Review automated workflows on homepage to determine path forward for continued use or archiving.
Update DC Plan.
Draft or update DC guides for desktop protocols/processes/procedures and validation checklist.
Updating user guides and training material for implemented workflows.
Plan to archive submittals and other workflow records transmitted pre-SVTC. Issue: Need SMEs to help determine what is a record for VTA
Complete re-configuration of Records Center. Need to determine where and how records are stored. Have each item reviewed and consolidated into a single PDF and metadata entered per requirements.
Support all aspects as required to configure, implement, train and manage Aconex. Need to develop transition and rollout plan for Aconex.
Required Skills
Sr. DCS Requirements:
Requires a high school diploma or equivalent plus 7-10 years of related Document Control/Records Management experience or a bachelor's degree plus 5-7 years of related Document Control/Records Management experience.
Experience must have been obtained within the past 5 years.
DCS Requirements:
Requires a high school diploma or equivalent plus 3-5 years of related Document Control/Records Management experience or a bachelor's degree plus 5 years of related Document Control/Records Management experience.
Experience must have been obtained within the past 5 years.
Minimum of five (5) years of progressive experience as a Document Control Specialist for a large capital program using an electronic document management system such as Aconex, Documentum, Hummingbird or similar centralized EDMS and Document Control System.\n
Education:
Bachelors Degree
Proficient in analyzing established Document Management environment, documenting, creating current mapping of Document Management System configuration and providing recommendations to implement and manage reconfiguration and reassignments of groups and permissions.
Document Control Specialists support the implementation of policies and protocols for document management, including audit and reporting functions, and ensuring templates are available for program participants.
Document Control Specialists assist the DCM in providing training on document management to program participants and audits the system to monitor users' adherence to procedures and conventions.
Document Control Specialists are responsible for the following activities:
Collaborating with and reporting to the DCM on document control tasks.
Providing user support for all document control questions and issues.
Managing and controlling the Records Center.
Managing the transmittal of incoming and outgoing formal correspondence.
Performing periodic audits of user permissions.
Ensuring that documents are available only to authorized users and are quickly discoverable.
Scanning non-electronic documentation (when required).
Coordinating, compiling, and handing over hard copy and electronic files (when required).
Initiating corrective and preventative administrative actions for document handling.
Performing project closeout and archiving of records.
Coordinating and implementing training for all program participants utilizing document control systems.
DUTIES AND RESPONSIBILITIES:
The Senior Document Control Specialist under general supervision of the Document Control Lead, performs a variety of document control functions for the BSVII Program.
Coordinates the flow of documents between project management, engineering disciplines, design contractors, construction team, or other department groups.
Will have knowledge of both the work processes of document control and also the use of preferred electronic document management system (EDMS), Aconex used to manage documentation.
Meet and coordinate with internal and external stakeholders to establish project scope, system goals, and requirements to implement and maintain EDMS.
Define and coordinate the execution of testing procedures and develop test cases to rollout EDMS.
Experience documenting, testing, training, and implementing EDMS.
Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements are satisfactorily met throughout the documents and program lifecycle.
Receives, tracks, and monitors documents using EDMS, and produces logs, transmittals, and other reports as required. Enters data and produces reports using other standard office automation or department-specific computer applications.
Maintains an established data distribution system and schedule for the assigned project based upon BSVII Program requirements.
Assists assigned document control staff to ensure effective implementation of project-specific procedures and protocols.
Performs other responsibilities associated with this position as may be appropriate.
Proficiency in project management software such as Aconex, MS Office with expertise in Microsoft Word, PowerPoint and Excel. Assignments will require a working knowledge of Electronic Document Management Systems.
Good written and oral communication, organizational, and interpersonal skills, as well as a demonstrated ability to interact effectively with project personnel and management.
Ability to use initiative and provide practical solutions to complex issues and propose areas for continual improvement.
Encourage teamwork to develop and maintain an effective team environment.
Transmittal workflow for program wide use on Homepage and GEC. Working with Developers to add requirements needed for the Program wide use and GEC.
Develop and rollout workflows to support other document control program objectives. Ongoing development of new requirements and workflows to support DC.
Complete plan for GEC/PMT Submittal and RFI Workflow requirements.
Review automated workflows on homepage to determine path forward for continued use or archiving.
Update DC Plan.
Draft or update DC guides for desktop protocols/processes/procedures and validation checklist.
Updating user guides and training material for implemented workflows.
Plan to archive submittals and other workflow records transmitted pre-SVTC. Issue: Need SMEs to help determine what is a record for VTA
Complete re-configuration of Records Center. Need to determine where and how records are stored. Have each item reviewed and consolidated into a single PDF and metadata entered per requirements.
Support all aspects as required to configure, implement, train and manage Aconex. Need to develop transition and rollout plan for Aconex.
Required Skills
Sr. DCS Requirements:
Requires a high school diploma or equivalent plus 7-10 years of related Document Control/Records Management experience or a bachelor's degree plus 5-7 years of related Document Control/Records Management experience.
Experience must have been obtained within the past 5 years.
DCS Requirements:
Requires a high school diploma or equivalent plus 3-5 years of related Document Control/Records Management experience or a bachelor's degree plus 5 years of related Document Control/Records Management experience.
Experience must have been obtained within the past 5 years.
Minimum of five (5) years of progressive experience as a Document Control Specialist for a large capital program using an electronic document management system such as Aconex, Documentum, Hummingbird or similar centralized EDMS and Document Control System.\n
Education:
Bachelors Degree