Document Control Specialist

Job Duties

• Prepare documentation/records for retention and preservation.
• Arrange acquisition or retrieval of records.
• Catalogue documentation.
• Manage records and information.
• Advise users how to access, use or interpret archives.
• Facilitate access through computer-aided searches or other methods of remote access.
• Access documentation as necessary or upon request.
• Shelve and retrieve materials.
• Assist managers, staff with research (onsite, phone and online queries).
• Fill online and in-person requests for copies of necessary documents.
• Work with staff in developing and implementing special projects.
• File materials and perform general office maintenance.
• Assist with the management of the production, distribution and version control of controlled documents in compliance with the applicable written procedures.
• Undertake the administration of the archiving services to ensure compliance with regulatory requirements.
• Provide appropriate assistance and guidance to staff to ensure that the required documents are produced in an efficient manner, and in the standard format.
• Manage the review and approval of controlled documents to ensure that they are approved and issued in a timely manner.
• Maintain the relevant paper and electronic files, and to maintain accurate administrative records, in accordance with written Quality Assurance procedures.
• Ensure that indices are up-to-date, and that obsolete versions of controlled documents are removed and archived.
• Manage the document and sample archives to ensure compliance with requirements and written procedures.
• Recommend actions and strategies in order to improve the management of controlled documents and archived data.
• Ensure that the document management system is well understood and that controlled document production and review is understood and given priority at all levels within the organization.
• Foster a culture of compliance with formal procedures for production and control of documents and an understanding of version control and document and sample archiving.
• Instruct management and staff in the use of the file storage system.
• Accurately file and retrieve technical documentation in an alphanumeric system
• Prepare document control procedures. Implement and manage project document control and document management processes and systems.
• Ensure that document procedures are being adhered to by team members.
• Advocate best practices and drive improvement of document management processes and procedures.
• Ensure that all received electronic media are filed appropriately within the document management system.
• Develop filing error tracking system. Index and maintain hardcopy information.
• Other administration duties as required.
• The incumbent is responsible for the awareness, understanding, specific responsibilities and management of the Environmental Management System (EMS) as stated in EMS policy CEVPL.00005.
• The incumbent is responsible for the awareness, understanding, specific responsibilities and management of the Quality Management System (QMS) as stated in

CQAM.00001 – Corporate Quality Manual.

Requirements

• High School diploma, G.E.D. or equivalent and/or
• Advanced computer knowledge and skills (Word, Excel, PowerPoint, Etc.)
• Experience in an administrative function would be considered an asset.
• General understanding of computerized cataloging systems.
• Excellent research skills.
• Excellent communication skills both verbal and written.
• Accuracy and attention to detail while working under tight deadlines.
• Assertive, comfortable communicating with various types of individuals.
• Good interpersonal and customer service skills.
• Ability to work independently, in addition to being a team player
• Good organizational, time management and prioritizing skills.
• Strong problem identification and problem resolution skills.
• Ability to interpret and implement company policies and procedures.
• Working knowledge of TS16949 Standards
• Working knowledge of blueprint reading
• Good interpersonal skills

Working Conditions

• Travel as necessary.
• Physical Ability to lift 25lbs.

• Manual dexterity required to use desktop computer and peripherals.
• Intermittent physical activity including walking, standing, sitting and lifting.
• Overtime as required.

Requirements

• High School diploma, G.E.D. or equivalent and/or
• Advanced computer knowledge and skills (Word, Excel, PowerPoint, Etc.)
• Experience in an administrative function would be considered an asset.
• General understanding of computerized cataloging systems.
• Excellent research skills.
• Excellent communication skills both verbal and written.
• Accuracy and attention to detail while working under tight deadlines.
• Assertive, comfortable communicating with various types of individuals.
• Good interpersonal and customer service skills.
• Ability to work independently, in addition to being a team player
• Good organizational, time management and prioritizing skills.
• Strong problem identification and problem resolution skills.
• Ability to interpret and implement company policies and procedures.
• Working knowledge of TS16949 Standards
• Working knowledge of blueprint reading
• Good interpersonal skills