Document Controller

the Client • Portland, OR

4d • Hybrid

About The Position

This role supports the management of company documents and ensures accuracy, quality, and integrity. The Document Controller supports adherence to record retention policies and safeguards information to comply with rules and regulations of the Oregon Public Utility Commission, the Federal Energy Regulatory Commission, and all other applicable laws, rules, and regulations relating to records management. The role participates with records management professionals in providing technical support and guidance to ensure they comply with RIM best practices and obligations under this policy.

Requirements

• Problem solving
• Computer skills / ability to learn new software
• Detail oriented
• Intermediate knowledge of electronic document management systems (e.g., eRecords , Autodesk Vault ) and relational software applications (i.e., databases and reports)
• Basic knowledge of engineering drawing types (i.e., isometrics, one-lines, and electrical schematics) related to substations
• Basic knowledge of interpreting electrical, mechanical, and civil drawings to identify drawing data discrepancies
• Intermediate knowledge of the drawing life cycle and moving to published status
• Intermediate computer skills using Microsoft Suite (Excel, Word, Access, and Outlook), database, eRecords, SharePoint, and Autodesk Vault
• Working knowledge of records management laws, regulations, policy, and procedures
• High school diploma or equivalent
• five or more years in document control, records management, or related field

Nice To Haves

• Good communication
• Experience in Vault
• Experience in QuickBase

Responsibilities

• Provides technical support to records management professionals for complex projects and studies to meet stakeholder needs, improve compliance, or improve processes of the RIM program
• Participates in meetings with department managers and site representatives to review potential operational changes and related record needs
• Documents and reports on discussions on process improvements based on industry best practices and on project plans/progress, program status, issues, and recommendations
• Ensures the electronic drawing management system is accurate and that drawings are viewable and drawing life-cycle states are correct
• Maintains the as-built database, ensuring effective scanning, tracking, and processing of documents
• Determines when data or files are corrupted and investigates, resolves, and partners with drafters, designers, and/or engineers to correct errors
• Updates the operating one-line index; prepares operating one lines for issue
• Provides basic-level training and instructions on document management system to cross-functional groups
• Ensures accuracy of drawing distribution matrix (e.g., drawing size, number of copies)
• Provides accurate and timely drawing distribution for construction projects and as-built updates
• Distributes vendor review drawings to appropriate designers and engineers
• Documents as-builts received from designers, engineers, and field crews
• Processes and distributes as-built packages
• Confirms completeness of as-built packages
• Creates and distributes transmittals for as-builts and drawing issues
• Identifies drawing data discrepancies (e.g., revision number, drawing number, sign-off, and image accuracy) and ensures corrections are made
• Processes detailed construction packages to ensure the drawing data contents are complete and drawing status is updated
• Timely issues and distributes packages to meet critical construction or outage schedules
• Accurately processes, scans, categorizes, and archives files in accordance with established procedures
• Operates scanning equipment, producing a quality product and within required timeframes
• Inspects all scan quality to prevent or eliminate defects or mistakes
• Indexes and files all electronic documents into the electronic records system
• Supports records management professionals by participating in developing and providing training and support to staff members to ensure the business unit remains in compliance with operating policies and procedures
• Participates in assessing the need for and training employees on how to use corporate records management systems, including documentation, retention, and retrieval
• Ensures technical specifications and operating manuals are processed and distributed according to procedures; posts electronic versions on eRecords
• Ensures List of Materials and List of Nameplates are maintained in systems used in the department to assist designers, engineers, and field crews with identification of installed equipment
• Updates construction, maintenance, and operations documents, database, and SharePoint sites to ensure availability of critical information
• Creates, edits, and maintains department procedures and work instructions within the area of control

Benefits

• Medical, Vision, and Dental Insurance Plans
• 401k Retirement Fund

What This Job Offers

• Career Level: Mid Level
• Education Level: High school or GED