Document Control Specialist

SUMMARY: This position collects, logs, maintains and distributes all documents to define project product configuration and customer requirements; maintains a filing system for both project books and computer database for all document be retained; and maintains a control center to ensure all users have the latest revision for the appropriate document.

DUTIES AND RESPONSIBILITIES:

- Receive transmittals, process and transmit files of the latest revision to both internal and external customers

- Prioritize workload based on operational guidelines and deadlines of the Document Control department.

- Oversee receipt of emails and ftp sites to provide Document control services.

- Print as needed and log all new submissions for engineering review

- Update and Maintain a computer database of all filed documentation to ensure accurate retrieval

- Scan documents or images, organize and maintain, adhering to the company’s document lifecycle procedures. Archive inactive documents and records

- Check promptness of document review, and ensure their timely turn over

- Check promptness of vendor redline documents, and ensure their timely turn over

- Provide necessary guidance to engineering and supporting departments to oversee accuracy of internal systems and processes

- Performs other related duties as assigned by management

SUPERVISORY RESPONSIBILITIES:

- This job has no supervisory responsibilities

QUALIFICATIONS:

- Must have high school diploma, GED, or equivalent

- Must demonstrate basic computer skills and competencies

- Zero to two years’ experience in Document Control

- Proficient in Microsoft Office including Outlook and average to above average Excel skills

- Proficient with Windows File Explorer and file management systems

- Familiarity with SAP, SharePoint, FTP and OneDrive applications

- Familiarity with Adobe Acrobat or similar PDF editor for stamping documents, grouping files, extracting files, and naming files.

- Possess excellent organizational and communication skills

- Possess strong commitment to team environment and work well with others as well as independently

COMPETENCIES:

- Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

- Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

- Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

- Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

- Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

- Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

- Occasionally required to stand

- Occasionally required to walk

- Frequently required to sit

- Occasionally required to utilize hand and finger dexterity

- Frequently required to talk, hear and see

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.