Senior Documents Control Specialist

Overview

We are seeking a Senior Documents Control Specialist to analyze and document our established Document Management environment. This role involves managing system configurations, reassigning groups and permissions, implementing document management policies and protocols, and performing audits. Key responsibilities include collaborating with the Document Control Manager, providing user support, managing the Records Center, overseeing formal correspondence, and ensuring documents are accessible only to authorized users.

Responsibilities

• Supports the implementation of policies and protocols for document management, including audit and reporting functions, and ensuring templates are available for program participants
• Assists the DCM in providing training on document management to program participants and audits the system to monitor users’ adherence to procedures and conventions
• Collaborates with and reporting to the DCM on document control tasks
• Provides user support for all document control questions and issues
• Manages and controlling the Records Center
• Manages the transmittal of incoming and outgoing formal correspondence.
• Performs periodic audits of user permissions
• Ensures that documents are available only to authorized users and are quickly discoverable.
• Scans non-electronic documentation (when required)
• Coordinates, compiles, and handles over hard copy and electronic files (when required)
• Initiates corrective and preventative administrative actions for document handling
• Performs project closeout and archiving of records
• Coordinates and implements training for all program participants utilizing document
• control systems
• Coordinates the flow of documents between project management, engineering disciplines, design contractors, construction team, or other department groups.
• Meets and coordinates with internal and external stakeholders to establish project scope, system goals, and requirements to implement and maintain EDMS.
• Defines and coordinates the execution of testing procedures and develop test cases to rollout 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.
• 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.

Qualifications

• Requires either
  • a high school diploma or equivalent plus 7-10 years of related Document Control/Records Management experience. Experience must have been obtained within the past 5 years; OR
  • Bachelor’s degree plus 5-7 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
• 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.
• Coordinates the flow of documents between project management, engineering disciplines, design contractors, construction team, or other department groups
• 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
• Experience documenting, testing, training, and implementing EDMS

Salary Range: $90,000 - $130,000

Location: San Jose, CA

Work Environment: Onsite

Our Company

Cordoba Corporation, Making a Difference

Cordoba Corporation is a leading civil engineering, construction management, program management, and planning firm. Our expertise spans diverse sectors, including education and facilities, transportation, water, and energy. Collaborating closely wit