Document Control Specialist in Richmond, KY at Johnson Service Group

Date Posted: 9/11/2020

Job Snapshot

Job Description

JobID: 380636


- Utilizing InfoWorks provide one or more of a wide variety of document control and/or administrative support services within the department and project through research, analysis, and coordination with functional departments and disciplines

- May provide guidance or direction to other administrative support personnel on the BGCAPP Project.


- Based on established work processes, review, log, distribute, and file project documents, work orders, submittals, communication and other document types in accordance with procedures and guidelines
- Perform data entry using InfoWorks electronic document management system

- Utilize a Standard Document Numbering (SDN) system to assign document numbers

- Assist project personnel in numbering documents using SDN

- May assist in processing supplier submittal documents including coordinating their review and return

May assist in processing document change notices and building relationships between affected documents

- Coordinate other means of information sharing between project team members of all organizations, such as placing documents onto a project-secured transfer site

- Assist project personnel in the use of InfoWorks by providing general and technical support

- Prepare and process records for scanning and archiving

- Extract reports from InfoWorks and perform quality control checks of scanned images and data entry

- Assemble and compile data to assist in process development

- Develop written desk instructions

- Recognize deficiencies in desk instructions that have been provided for data input and ensure that corrections are made

- Monitor and review data entry for Document Control

- Perform daily, weekly, and monthly monitoring activities

- Track to closure identified errors

- Troubleshoot data anomalies and/or report discrepancies

- Interface with internal and external customers on a routine basis; interface with other groups in the resolution of questions or problems

- Resolve minor software/hardware related computer problems within group, maintaining security and  database tables as needed

- Prioritize and process a large amount of diverse of document types

- Assemble information, such as status reports, for supervisor and other department or project personnel

- May prepare routine or preformatted documents, using standard word processing, spreadsheet, or other office software, as needed, to support work activities

- Maintain electronic and record hard copy files of project or departmental documents such as engineering, procurement and supplier documents, manuals and procedures, communications or any other department-specific materials

- Participate in development of procedures associated with coordination activities between project locations as related to document control functions

- Maintain hard copy stick files of drawings

- Participates in Six Sigma process improvement projects

- Make recommendations for work process improvements, procedures and practices

- Work overtime on short notice as required

- Participate in records turnover activities and prepare records for records retention (archival process)

- Minimum of a high school diploma or equivalent AND a minimum of 5 years of related work experience

- Ability to demonstrate at least intermediate proficiency with data entry and records filing skills

- Posess a valid driver's license

- Due to security and federal government contract requirements, must be a U.S. citizen

- Ability to obtain and maintain a site security badge

- Minimum of six-months of recent experience working in an Electronic Document Management System (EDMS)

- Demonstrated knowledge of document control and associated work processes

- Demonstrated knowledge of technical vocabularies and terminology

- Proven abilities to function well in a fast-paced environment and deal with pressure in a professional manner

- Proven ability to be proactive, use individual initiative, follow assignments through to completion, and be attentive to detail, quality control and deadlines

- Ability to work overtime on a short notice as required

- Proven ability to work independently with minimal day-to-day direction, and to exercise individual initiative, discretion, diplomacy, and judgment

- Demonstrated familiarity with a variety of project documents and document processing requirements

- High degree of flexibility; strong interpersonal skills and proven record as a team player

- Strong oral and written communication skills

- Excellent organizational skills

- Demonstrated ability to set up and maintain project, document control or departmental filing systems and procedures

- Ability to deal effectively with and adjust quickly to changing priorities

- Excellent working knowledge of computer applications (intermediate or higher skills in Microsoft Suites).

- Proven experience with EDMS with strong configuration management functionality

- Demonstrated ability to extract reports and perform queries

- Demonstrated familiarity with a variety of project documents and document processing requirements

- Previous document control experience in an Engineering, Construction, Operations work environment

- Previous chem-demil experience

- Previous experience in writing and/or maintaining desktop instructions


Not Ready To Apply?

Joining our Talent Network will enhance your job search and application process. Whether you choose to apply or just leave your information, we look forward to staying connected with you.

Never miss out on a job opportunity again by signing up for our Talent Network to receive job alerts that match your interests and experience.

Connect With Us