Document Control Specialist in Richmond, KY at Johnson Service Group

Date Posted: 9/11/2020

Job Snapshot

Job Description

JobID: 380636

OVERVIEW:

- 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.

FUNCTIONS AND RESPONSIBILITIES:

- 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)

REQUIRED SKILLS AND EXPERIENCE:
- 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).

DESIRED SKILLS AND EXPERIENCE:
- 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

#D310




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