Documentation Manager Jobs in Seattle, WA (NOW HIRING)

Salary range is $86k to $170k with a midpoint of $128k. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

Sound Transit also offers a competitive benefits package with a wide range of offerings, including:

• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retirement Plans: 401a – 10% of employee contribution with a 12% match by Sound Transit; 457b – up to IRS maximum (employee only contribution).
• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
• Parental Leave: 12 weeks of parental leave for new parents.
• Pet Insurance discount.
• ORCA Card: All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Inclusive Reproductive Health Support Services.
• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you’ll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

GENERAL PURPOSE:

Under general direction of the Director of Configuration & Document Management, this position oversees the development, administration, and integration of the department’s document control and data governance functions. The Manager provides strategic leadership to a multi-disciplinary team responsible for systems governance, essential records management, and transit operations documentation. This role is responsible for establishing unified document libraries and implementing metadata standards and governance frameworks within the department’s specific repositories and data domains to ensure information integrity, consistency, and operational efficiency.

ESSENTIAL FUNCTIONS:

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Supervises, mentors, and evaluates performance of assigned staff; manages workload distribution, priorities, and professional development for the team.
• Leads the development of metadata standards, naming conventions, and lifecycle management procedures within the department’s controlled digital repositories.
• Provides oversight for the functional use of systems such as SharePoint, Kahua (PMIS), and Microsoft 365, ensuring data is organized for effective retrieval and security.
• Exercises domain control over departmental data to ensure accountability, accuracy, and compliance with pertinent processes and regulatory guidance.
• Directs the scaling of document control models and oversees the management of essential records to promote program efficiency.
• Leads digital transformation initiatives and workflow automation; develops metrics to monitor system performance and governance maturity within the department.
• Serves as a senior technical expert and liaison between departments to coordinate training and implementation of technology systems and records requirements.
• Ensures all records and data management practices comply with state and federal laws; provides support for public disclosure, litigation, and audit needs.
• Oversees the development, implementation, and continuous improvement of information management, document control, and records management standards, procedures, templates, and workflows.
• Ensures information, media, records, and documents, both controlled and uncontrolled, are systematically created, maintained, and archived in compliance with Sound Transit policies, regulatory requirements, and industry standards.
• Leads initiatives to improve information governance, metadata accuracy, and system integration within enterprise platforms such as SharePoint and Kahua (PMIS).
• Coordinates with Legal, IT, and Records Management to support public disclosure requests, litigation holds, and records retention compliance.
• Oversees quality control reviews and internal audits to verify document accuracy, configuration integrity, and compliance with established standards.
• Manages the secure transfer and integration of records to and from external organizations, contractors, and project delivery partners.
• Develops and tracks key performance indicators (KPIs) for information and document control, reporting progress on compliance, efficiency, and data quality.
• Researches and evaluates emerging technologies and best practices to enhance digital workflows, sustainability, and overall information management maturity within Capital Delivery.
• Champions Sound Transit’s core values in day-to-day interactions and supports an inclusive, equitable, and collaborative work environment.
• Supports integration of sustainability principles into document control practices, including reducing paper usage and promoting digital-first strategies.
• Participates in project meetings and provides updates or reporting related to document control status, risks, and required actions.
• Performs special assignments related to process analysis, policy development, system evaluation, or team support as directed.
• Ensures consistent application of agency safety protocols and documentation related to health, safety, and operational procedures.
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.
• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience: Bachelor’s Degree in Business Administration, Public Administration, or related field. Eight years of experience in document management, records retention, or public agency compliance work. Four years of experience in leadership, budgetary, planning, and workforce management.

Required Knowledge and Skills:

• Principles, methods, and techniques of employee supervision, training, and performance evaluation.
• Industry principles and practices in records management, document control, and related information management domains and systems.
• Advanced knowledge of records and information management (RIM) principles, lifecycle governance, and configuration control practices.
• Strong understanding of document control standards and industry best practices.
• Expertise in enterprise systems such as SharePoint (modern) and Kahua (PMIS), including metadata design, permissions management, and workflow automation.
• Knowledge of federal, state, and local records and disclosure laws, including Washington State Public Records Act (PRA).
• Experience implementing process improvement and digital transformation initiatives to enhance document quality, traceability, and accessibility.
• Strong analytical and problem-solving abilities; skilled in assessing data, identifying trends, and recommending improvements.
• Excellent communication and interpersonal skills; able to facilitate training, convey technical information, and collaborate across divisions.
• Strong organizational and project management skills with the ability to balance multiple priorities in a fast-paced environment.
• Maintaining confidentiality, securing information and communicating with tact and diplomacy.
• Public speaking and developing and delivering presentations. Presenting ideas and concepts orally and in writing.
• Developing and implementing effective quality control techniques.
• Working effectively under pressure, meeting deadlines, and adjusting to changing priorities.
• Utilizing personal computer software programs affecting assigned work.
• Preferred Knowledge and Skills:
• Knowledge and skills with Project Management Information Systems.

Physical Demands / Work Environment:

• Work is performed in a standard office environment.
• Position is required to move and manage records and documents. May be subject to bending, and carrying and lifting objects up to 50 pounds.
• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.