Senior Document Control Coordinator (term-limted)

ST Public Branding • Seattle, WA

14d • $22 - $50

About The Position

Under general direction, performs the more complex document management duties and leads the document control functions for a designated set of projects; distributes, stores and catalogs official department and project documentation; ensures that documents and records are readily retrievable for Agency use and public disclosure; provides document control support to assigned projects, other departments and divisions, third parties and agencies; and provides support to Document Control Coordinators. This is a term-limited position with an anticipated assignment of 5 years.

Requirements

• Associate’s degree in Business Administration, Public Administration, or closely related field. Three years of experience in performing records and document management functions (cataloging and filing) including experience with hard copy and electronic document management systems, records retention, off-site storage and archival processes, configuration management, change control, or quality assurance experience; OR an equivalent combination of education and experience.
• Pertinent federal, state, and local laws, codes, and regulations including Washington State public disclosure laws and State Records Act.
• Configuration management and change control principles.
• Operational characteristics, services, and activities of a records management program.
• Specialized records management and legal requirements pertaining to public records.
• Principles, practices, and procedures of leading programs/projects.
• Principles, practices, and procedures of electronic and hard copy records management, retrieval, storage, and systems.
• Principles of customer service.
• Principles of business letter writing and basic report preparation.
• English usage, spelling, grammar, and punctuation.
• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports. Software programs include Microsoft Office 365 Suite, SharePoint, Adobe, and modern browsers.
• Modern office procedures, methods, and equipment including scanners, multi-functional devices, computers and computer applications such as electronic document management systems, word processing, spreadsheets, and statistical databases.
• Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public.
• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
• Administering and coordinating an efficient records management program and system.
• Developing and administering document control / records management policies and procedures.
• Applying appropriate oral and written communication techniques to various individuals.
• Recording and preparing meeting minutes.
• Preparing and analyzing complex data and comprehensive reports.
• Maintaining confidentiality and communicating with tact and diplomacy.
• Responding to inquiries and in effective oral and written communication.
• Researching, analyzing, and evaluating new service delivery methods and techniques.
• Applying project management techniques and principles.
• Working cooperatively with other departments, Agency officials, and outside agencies.
• Techniques to work effectively under pressure, meet deadlines, and adjust to changing priorities.

Responsibilities

• Leads Document Control function for a specific portion of the projects; administers online document repository system as it relates to the projects; supports Public Disclosure Requests and requests for litigation support from Legal Department; analyzes documentation practices in other departments and agencies; provides guidance or recommendations when requested; prepares documents for off-site storage in accordance with agency requirements; performs document searches on request; updates and distributes controlled department manuals in coordination with the Configuration Coordinator as required.
• Administers and maintains project and team sites and documentation on SharePoint.
• Establishes and maintains various electronic and manual filing systems, schedules, and records; digitizes and stores project records and legacy technical records; files hard copy records; maintains logs and records related to specific area of assignment; provides complete document management services in support of assigned projects and departments.
• Provides technical guidance and back up support to Document Control Coordinator(s) as needed.
• Provides document control oversight, support, training and monitoring for active projects. Provides assistance and direction for problem resolution as needed. Participates in project meetings as necessary.
• Actively participates in the development and implementation of procedures and internal Document Control processes to ensure compliance with requirements affecting retention, dissemination, access, and storage of information specific to assigned area of responsibility. Reviews existing processes, identifies areas for improvement and makes recommendations for implementation; and maintains knowledge of regulatory requirements governing the capture, control, distribution, and retention of project related documents.
• Provides training to various teams, new users and less experienced staff on document control related procedures, policies, and tools, including SharePoint and related technology, Adobe, and scanning. Assist in establishing, implementing, and updating document control desktop instructions. Provides guidance to other document control staff in desktop-level procedures. Ensures processes, policies and practices are interpreted and applied consistently and effectively across all projects. Monitors the effectiveness of desktop-level procedures, recommends and implements process improvements as required.
• Serves as Lead Document Control representative for the document control closeout of projects and contracts. Coordinates with assigned Document Control and project teams to collect, index, package, and transfer project records to long-term storage. Perform retention and long-term storage activity in coordination with Agency Records Management.
• Performs assigned audits to verify compliance with standards and requirements. Reports preliminary audit results and develops the final audit report. Works with each field office in disposition of audit findings or observations. Provides support to other auditors and assists in maintaining the audit schedule, processes and templates. Reviews audit reports submitted by others and provides feedback. Participate in the review of Consultant and Contractor Document Control Plans. Ensures DCC record (file) inventories are accurate and updated in a timely manner.
• Assists in special assignments including research, analysis, procedural development and implementation, document creation/revisions, and other duties as needed.
• Provides additional document control and records management support on matters as directed; serves as staff on a variety of committees as requested; prepares and presents reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency. Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy. It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees. It is the responsibility of all employees to integrate sustainability into everyday business practices. Other duties as assigned.

Benefits

• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retirement Plans: 401a – 10% of employee contribution with a 12% match by Sound Transit; 457b – up to IRS maximum (employee only contribution).
• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
• Parental Leave: 12 weeks of parental leave for new parents.
• Pet Insurance.
• ORCA Card: All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Inclusive Reproductive Health Support Services.
• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you’ll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees