IT Document Control Specialist | Deer Valley

aps • Deer Valley, AZ

2d • Hybrid

About The Position

The IT Document Control Specialist plays a key role in keeping APS information accurate, organized, and reliable. By ensuring documents are properly reviewed, updated, and accessible, this role helps teams work efficiently, meet regulatory requirements, and stay audit-ready. The work directly supports safe, dependable operations—helping APS deliver consistent service to the communities we serve.

Requirements

• High School diploma/GED. PLUS two (2) years college or technical school course work in CADD or a technical discipline (or equivalent) PLUS two (2) years related design experience in area of specialization.
• Must demonstrate effective interpersonal, communications and PC skills in a Windows environment.
• Some work areas may require a valid driver's license.
• Experience supporting document control or records management in a structured or regulated environment
• Strong attention to detail with the ability to manage and track multiple documents accurately
• Organizational skills and a commitment to maintaining high-quality, reliable information
• Ability to collaborate with different teams and communicate clearly about document needs and updates
• A proactive, dependable approach to supporting compliance and continuous improvement
• Strong attention to detail and ability to follow standardized processes accurately.
• Basic proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to manage multiple tasks, meet deadlines, and work effectively in a structured environment.
• Effective written and verbal communication skills.

Nice To Haves

• Familiarity with document control concepts such as version control, document lifecycle, and records retention.
• Experience using electronic document management systems (e.g., SharePoint or similar tools).
• Experience with the AutoCAD tool and document repositories

Responsibilities

• Maintain and organize critical IT documents so teams can quickly find what they need to do their work safely and effectively
• Partner with cross-functional teams to ensure documents are reviewed, updated, and aligned with current standards
• Track document changes and versions to ensure accuracy and transparency across systems
• Support audits and compliance efforts by ensuring records are complete, current, and easy to retrieve
• Help improve processes that make document management more efficient and user-friendly
• Performs day-to-day document control activities in accordance with established APS document control procedures and standards.
• Reviews documents for completeness, formatting, and accuracy prior to routing for approval or release.
• Maintains document version control, ensures correct use of templates, and prevents use of obsolete documents.
• Uploads, indexes, files, and archives documents within APS approved electronic document management systems (e.g., SharePoint or similar platforms).
• Updates document logs, registers, tracking spreadsheets, and transmittal records to ensure accurate documentation status.
• Distributes controlled documents to designated personnel and ensures appropriate access permissions.
• Assists with document revisions, change requests, and updates under guidance from assigned leads or supervisors.
• Supports internal and external audits by locating and providing requested documentation in a timely manner.
• Follows record retention and document disposal requirements in accordance with APS policies and regulatory guidelines.
• Responds to routine document related inquiries and escalates issues or discrepancies as appropriate.
• Participates in training related to document control systems, processes, and compliance requirements.
• Asked to participate in application testing for AutoCAD and Meridian for revision updates to give feedback on upgrades.

Benefits

• This position may require access to and/or use of information subject to control under the Department of Energy's Part 810 Regulations (10 CFR Part 810), the Export Administration Regulations (EAR) (15 CFR Parts 730 through 774), or the International Traffic in Arms Regulations (ITAR) (22 CFR Chapter I, Subchapter M Part 120) (collectively, 'U.S. Export Control Laws').
• All applicants will be required to confirm their U.S. person or non-US person status.
• Federal law requires all employers to verify the identity and employment eligibility of every person hired to work in the United States, refer to E-Verify poster.
• View the employee rights and responsibilities under the Family and Medical Leave Act (FMLA).
• The Company is committed to a work environment that is free from the effects of alcohol and controlled substances, and free from the abuse or inappropriate use of prescribed and over-the-counter medications.
• The Company requires employees to be subject to drug and alcohol testing that is job-related and consistent with business necessity, regulatory requirements and applicable laws.
• This position requires Critical Infrastructure Protection (CIP) access consistent with North American Electric Reliability Corporation (NERC) standards.
• The applicant considered for this role will be required to obtain and maintain CIP access for the duration of employment in this position.
• A full seven (7) year criminal history will be obtained through the pre-employment background check process (or, for current employees, through supplemental background check process) to fulfill the CIP access requirements.
• In addition, this position requires an additional background check every seven years to maintain access.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED