Document Controller

Metrolinx

4h • Onsite

About The Position

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto’s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario.
At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team.
Our Bus Fleet Maintenance Programs Office is seeking for a Document Controller to manage and administer the departmental records management system, maintain electronic and hardcopy filing systems, monitor, verify and audit data integrity, access, security, and archives.

Requirements

• Completion of a diploma in a related discipline – or a combination of education, training and experience deemed equivalent
• Demonstrated years of experience with document management and control
• Organizational and coordination skills to establish and monitor compliance with document management and control policies and processes
• MS Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, etc.), Adobe Acrobat Professional and database administration experience to review and manage document control processes
• Interpersonal and oral/written/presentation communication skills to review and edit documents for compliance with document control policies and processes, act as a point of contact between the department and internal stakeholders, and develop and deliver training.

Responsibilities

• Monitors office schedules for the internal distribution of documents and arranges for printing
• Administers document management system (e.g. sets up users, establishes security rights, and maintains security of documents according to established security policies and procedures)
• Establishes workflows and monitors documents throughout review processes
• Reviews documents and confirms approvals for official documents prior to finalizing printing and mass distribution arrangements
• Creates distribution lists and tracks number of copies required
• Packages and prepares mailings for internal and external disbursement
• Performs routine data quality controls, and catalogues and indexes information for easy retrieval
• Extracts relevant information from technical documents, including drawings (e.g. drawing number, version number, status, document type, version, and changes since previous sub)
• Tracks and monitors day-to-day document control activities to organize and align information with established policies, procedures, and project requirements, and to ensure that project information is accurate, controlled, transmitted, and archived for optimal tracking and retrieval
• Collaborates with management and project teams to review and improve the Document Control system, and recommends process improvements to meet client requirements
• Acts as a point of contact between the department and internal stakeholders; prepares training materials, and arranges and delivers training sessions to project teams and in one-on-one training sessions
• Communicates effectively with managers to provide ongoing work status updates
• Assists end users with document search requests
• Reviews documents for compliance with established policies and procedures, and reports feedback to management; may act as a gatekeeper to decline submittals that do not meet required criteria
• Performs internal document control audits to ensure policy, process, and quality compliance
• Identifies, recommends, and implements new and revised document control processes, policies, and procedures
• Forwards all correspondence regarding financial matters to appropriate personnel
• Advises other employees on topics related to the incumbent’s area of expertise, but does not guide employees in their day-to day activities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree