Document Control Coordinator

Employment Type

: Full-Time


: Miscellaneous

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Under direction of the Manager of Administration, the Document Control Coordinator (DCC) will be responsible for the maintenance of a document management system (DMS). The DCC will be responsible for the maintenance and oversight of NCTD hard copy files located in District archives to include processing, storing, and destroying NCTD records. In addition, the DCC will be responsible for maintaining records management systems and procedures and ensuring compliance with applicable fiscal, legal, and administrative requirements. The DCC is responsible for responding to requests for documents in a timely and efficient manner and providing oversight of the DMS and District's archives.

Distinguishing Characteristics
The DCC is required to be highly accurate in his/her work product and must be able to distinguish, prioritize, and track documents based on content, originator, and recipient. S/he must possess superior communication skills, advanced computer skills, solid time management and organizational skills, and the ability to exercise diplomacy, tact, and sensitivity.

Supervision Received and Exercised
This position reports to the Manager of Administration. This position may guide the work of consultants and staff in support of document control related functions, as required. Further, this position is expected to participate in the sharing of expert knowledge pertinent to document management and retention and will be a vital member of various project teams that may be instituted.

Working Conditions
Normal working conditions for this position are in both an office and field setting. Business travel may be required periodically between District sites, governmental agencies, consultant's facilities, and other locations as required.

Examples of Duties:
Essential Functions
Duties may include, but are not limited to, the following:
  • Maintains a comprehensive archival system, computer database, and supporting equipment to ensure that all users have the latest revision of appropriate documentation in a timely manner.
  • Coordinates hard copy and electronic files by creating and organizing repository files; determining document type, retention period, and category; scanning and preparing records; storing incoming and outgoing correspondence and reports; and evaluating database and hard copy files for accuracy by performing regular quality checks and correcting database and/or file record discrepancies. Maintain database for tracking on-site and off-site records.
  • Continually monitors the efficiency and efficacy of NCTD's DMS. Leads NCTD's efforts to improve and/or upgrade its electronic DMS and established paper copy filing system and archives as requested and as necessary.
  • Participates in the development, implementation, maintenance, and updates of policies and procedures for recording, indexing, filing, retrieving, and deleting documents. Follows current guidance contained in document control policies and procedures and NCTD Records Retention Schedule.
  • Plans, organizes, and administers activities necessary for the maintenance of the DMS as described above.
  • Works directly with key department personnel to evaluate document management database requirements, and subsequently modifies database for use, if/when necessary.
  • Reviews NCTD Records Retention Schedule and proposes modifications for Board's annual approval. Collaborates with General Counsel Office staff as appropriate.
  • Maintains historical files by overseeing the archival of superseded documents throughout the District's various Divisions/Departments.
  • Administers records audits to review, evaluate, and make recommendations on methods, procedures, and policies for managing records.
  • Serves as point of contact for day-to-day operations of NCTD's DMS. Troubleshoots DMS system problems.
  • Participates in the development of DMS training materials. Provides training on records management, NCTD's DMS system, and other related topics to NCTD staff members.
  • Prepares reports, transmittal letters, and other related correspondence.
  • Assists employees with scanning, CD burning, and correspondence requests.
  • Maintains NCTD's physical archives of hard copy documents. Receives and responds to requests for documents from NCTD's archives facility.
  • Performs other related duties as assigned.

Job Requirements:
  • Associate's Degree required; Bachelor's Degree preferred.
  • Minimum three (3) to five (5) years prior directly relevant experience.
  • Experience with electronic document managements systems highly preferred.
  • Previous public sector and/or transit experience desirable.

A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.

  • Possession of and the ability to maintain a California driver's license, Class C, and a satisfactory driving record for the last five years.
  • Maintain compliance with the District's policies regarding Conflict of Interest and Ethics.

General Requirements
  • Knowledge of the processes and procedures currently used by municipal agencies, transit agencies, and construction and engineering firms to organize documents.
  • Basic understanding of fundamental document types used by transit industry and construction and engineering industry (e.g., MOUs, grants, agreements, consultant reports, RFPs, RFIs, RFCs, CPM schedules, submittals, drawings and specifications, etc.).
  • Knowledge of principles and practices of records management, including records retention laws.
  • Knowledge of database and records management software commonly used for tracking such documentation.
  • Proficiency in computer software programs, especially the Microsoft Office Suite. Skill in creating a variety of reports from various programs, including DMS software.
  • Ability to manage, utilize, and train others on use of database system for records management.
  • Ability to be self-directed and capable of maintaining work product consistency during fluctuating demand cycles.
  • Attention to detail in a quick moving project environment. Ability to manage and maintain simultaneous, transitional, and emerging priorities.
  • Exceptional communication skills, both verbal and written, including the ability to prepare and deliver clear and concise reports.

Supplemental Information:
Physical Requirements
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must possess the ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions and work with office equipment, and lift equipment up to 25 pounds on a daily basis. The employee must be able to hear, see, and communicate verbally to exchange information. The employee must be able to physically travel between District locations and other destinations, work in evenings when required, work in hazardous conditions, and negotiate a variety of different and irregular terrain as is typical along a railway right of way. The employee may be subject to fumes, odors, dusts, gases, chemicals. The employee must be able to walk, climb, balance, bend, carry, push, reach, sit, and stand.

Machines / Tools / Equipment
  • Ability to operate a personal computer and Microsoft Office Suite programs.
  • Ability to operate standard office equipment, including a fax and scanner machine, copy machine, and telephone.

Application Information: All applicants must complete and submit an online application A job offer is contingent upon the successful completion of a pre-employment drug screen and background check.Salary based upon experience, not to exceed midpoint of stated range. NCTD is an Equal Opportunity Employer.

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