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Document Controls Specialist

Richland, WA 99354

Posted: 04/21/2019 Job Number: 22902

Role Overview

In this role you will perform a variety of clerical duties for data entry of document information into an electronic document management system. May include a variety of records management/clerical duties. Adjusts priorities according to direction. Responsibilities entail use of judgement and initiative within guidelines of well-defined scope; independently follows procedures; works under general supervision. May have access to confidential data. Contributes and adheres to company and department policies and objectives. Strives to maintain companys “ Zero Accident” philosophy through personal safe behavior/work practices and by being aware of surroundings and activities that may be potential safety hazards and takes steps to correct or minimize the hazards.


Position Responsibilities:

Process numerous documents, maintaining data integrity through a variety of procedural steps in accordance with well-defined procedures and guidelines.

• Adjust priorities according to direction.

• Perform data entry into an electronic document management system (EDMS).

• Perform a variety of records management clerical duties of either a general or specialized nature.

• Produce reports using standard office automation tools such as MS Excel and Word.

• Assign document numbers and enter related pertinent information into the EDMS as required.

• Maintain filing system and record copies of project documents as directed by supervisor.

• Interface on a routine basis with a variety of project personnel providing support/responding to questions.

• Perform other administrative activities/assignments as directed by supervisor.

• Operate standard office equipment, including automation tools.

• Perform data entry to produce and maintain logs, transmittals, and track documentation as required.

• Assemble, copy, and distribute documentation packages; prepare and process records for scanning and/or archiving.

• Scan documents.

• Maintain proper document configuration management in support of engineering and construction.

• Perform quality control of scanned images and data entry.

• Provide general and technical support to project personnel in the use of InfoWorks and other software used by Document Control.

• Ability to work overtime and/or hours outside of the normal work period.

• Ability to work with confidential material and maintain strict confidence.


Basic Qualifications:

• Requires a high school diploma or equivalent and 3 years of related document control/clerical experience.

• Demonstrate basic to intermediate proficiency in data entry, inventory databases and office filing.



Minimum Qualifications:

• Ability to clear a drug screen and background check.

• Must have the right to work and remain in the US without sponsorship.

• Ability to consistently lift/move 10 lbs. Of record material.

• Knowledge of an alpha/numeric filing system and common office procedures.

• Familiarity with scanning process and equipment.

• Experience with an EDMS.

• Excellent attention to detail.

• Effective verbal and written communication, collaboration, problem solving skills, and strong organizational skills.

• Thorough knowledge of computer applications. Basic to intermediate knowledge of Microsoft Outlook, Word and Excel.

• Ability to type accurately; ability to format properly.

• Willing to perform repetitive data entry and/or filing.

• Experience in document control and records filing processes.


Preferred Qualifications:

• Ability to take direction from multiple sources.

• Ability to handle routine items independently.

• Ability to use reasoning and initiative, work independently, and provide solutions with minimal supervision.

• Experience with EDMS with strong configuration management functionality.

• Knowledge of electronic file transfer.

• Knowledge of extracting reports and performing queries.

• Willing to learn new processes, procedures, and software.

• Possess a high degree of individual initiative, flexibility, diplomacy, and accuracy.

• Demonstrate a positive attitude and work effectively with a variety of team members.

• Ability to perform multiple tasks and easily adjust to shifting priorities.

• Previous document control experience in an engineering and construction work environment.

• Operation of  company standard computerized systems and other information transmission systems.

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