Document Control Two Jobs in California (NOW HIRING)

General TheProgram Management Document Control Analyst position reports to theRecords Manager andis responsible forproviding document control support toEngineering,Capitaland Modernization (ECM) Division. This includes overseeing records retention, cataloging, Electronic Document Records Management System (EDRMS) administration, and project document control for allCapitalProjectsfor the Peninsula Corridor Joint Powers Board (JPB). Essential Functions & Duties Provide document controlexpertiseand project support to Caltrain'sECM division, covering operational systems, construction and capital projects, and federal and local regulatory compliance.

Integrate with projectdeliveryteams asaDocument Controls subject matter expert and resource to ensure required document control through the project lifecycle from beginning to closeout, closelyloggingand tracking submittals, responses, and all otherappropriate records. Provide continuous analysis of document control processes and tools while seeking opportunities to refine, streamline, and promote efficiency and effectiveness. Ensure standardization across all departments relatingtoversion control, file structure, and records retention.

Manage the use of the EDRMS through retrieving records, managing permissions, creating workflows, and training users. Review inventory and catalog existingraildepartment records, files, documents and drawings, using set procedures and standards. Develop and document guidelines, project document control procedures; collaborate with O&M, ROW maintenance,train project and field document control to ensure that all documentation is being retained in the EDRMS, as required by procedure and retention rules, in a timely manner after the project progresses to another phase.

Examples of Essential Duties: Set up andmaintainProject Document Control directories in the JPB Document Control database and support Field Office Project Document Control activities. EstablishCapital Project document filing index and breakdown structurethatis tailoredto specific Projects. Support andmaintainCapital Project Contract DeliverablesRequirement List (CDRL) EstablishProject submittal and deliverable review distribution matrix ProduceProject submittal and deliverable status dashboard for Project Mangers Evaluateboth paper and electronicmaterials for retention and catalog and send off site or digitize as needed.

Consult and work with district personnel on records management and retention related policies, and any related IT matters. Provide general document organization and retention advice to the Construction & Design Department Provide guidance to Document Control personnel whoare responsible foraccurately receiving,logging,recording, filing, tracking,and retrieving onall project documents, such ascorrespondence, engineering drawings, CAD files, schedules, agreements, contractor invoices,blueprintsand manuals, etc. Administer the EDRMS and any related software by creating andmonitoringpermissions, creating document types,document type groups, and custom queries, and setting retentionrulesas necessary.

Work directly with the Engineering Department tomaintainand manage both electronic and hard copy files of design and construction record drawings. Work with employees, legal, andIT, tosearch through records to answer California Public Record Act Requests (CPRA) as needed. Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees and the public from injury or harm.

Promote safety awareness and follow safety procedures to reduce oreliminateaccidents. Perform other duties as assigned. Minimum Qualifications Sufficient experience, training and/or education demonstrated knowledge and ability to successfully perform the essential functions of the position.

In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to: A bachelor's degree in library science, Information Governance, Engineering, or related field. Two years of full-time experience with document control for engineering, construction, Capital Delivery or closely related field.

In lieu of a degree six years of full-time experience in document control. Preferred Qualifications: Certified records analyst (CRA) or manager (CRM). Experience with Enterprise Content Management (ECM)/Electronic Document Records Management Systems (EDRMS) applications Experience with OnBase, SharePoint, and Unifier.

Experience in public transportation, facilities management, railroad, engineering or construction industry Must be able to handle multiple projects simultaneously. Proficient in the use of MS 365, Electronic Records Management (ERM) database and spreadsheet programs, and CAD files. Good oral and written communication skills.

Highly organized and detail oriented. Demonstrated history of working independently and exhibiting "ownership" of outcomes. Ability to move boxes 25-30 lbs.

The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.

How to Apply Complete an online employment application by 11:59 p.m. of the listed closing date. Resumes and cover letters will not be accepted in lieu of fully completed applications

It is the applicant's responsibility to ensure that applications are completed with all relevant information (experience, education, certifications, licenses, references and/or other information). The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.

We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.