Document Control Specialist 2

Metra • Chicago, IL

6d • Onsite

About The Position

The Document Control Specialist 2 supports processes and documentation from the design phase to project close out, ensuring successful document management. This role involves the daily management and maintenance of the document control system across all sites, helping to create and maintain standards, and providing training to internal and external stakeholders. The position operates as a central contact for all document control issues and support, and ongoing management of Metra's Project Management Information System (PMIS). It requires working with internal and external stakeholders to ensure compliance with Metra's PMIS, providing document management support by answering document-related questions and providing guidance related to InEight and SharePoint. The role also involves reviewing incoming document transmittals and the document register to ensure compliance with project-specific requirements, registering document upload requests, and ensuring all documents are registered correctly or returned for correction. Additionally, the specialist promotes safe work practices and maintains a safe work environment, performing other related duties as assigned.

Requirements

• Bachelor degree OR in lieu of degree four years of technical document/data management experience.
• Minimum of two years of document management/administration experience.
• Good knowledge of electronic document management systems.
• Good knowledge of document retention laws.
• Good knowledge of document management principles.
• Good organizational, analytical, and problem solving skills.
• Good verbal communication skills.
• Proficiency in Microsoft 365, Adobe Acrobat, SharePoint, and PowerBI.
• Ability to conduct training consisting of multi-disciplinary members.
• Ability to adapt to changing technology environments.
• Ability to interface concisely with executive level staff.

Responsibilities

• Operate as a central contact for all document control issues, support, and ongoing management of Metra's Project Management Information System (PMIS).
• Work with internal and external stakeholders to ensure compliance with Metra's Project Management Information System (PMIS).
• Provide document management support, answering document related questions from and providing guidance to internal and external sources related to InEight and SharePoint.
• Review incoming document transmittals and the document register to ensure all documents meet project-specific requirements.
• Register document upload requests ensuring that all documents received (e.g., meeting minutes, monthly reports, contracts) are registered with the correct file and supporting information, or returned for correction providing training as needed.
• Promote safe work practices and maintain and foster a safe work environment.
• Perform other related duties as assigned to meet the ongoing needs of the organization.

Benefits

• Full pay ranges
• Outreach for qualified veterans

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level