Document Control Administrator Jobs

The Document Control Administrator will provide document control support to SANDAG’s Engineering and Construction department. This position will support the creation of a centralized document control system that will store, manage, and track records and documents for the capital program. This is a great opportunity for a candidate who is highly organized, possesses great communication skills, is open to learning new things.
Overview of Capital Improvement Program
The SANDAG Engineering and Construction Department is responsible for implementing projects that enhance the regional transportation network and improve the efficiency of existing resources in close collaboration with our regional partners. Examples of significant projects currently underway or in the planning process include the LOSSAN Rail Corridor Improvements, Otay Mesa East Port of Entry, high-priority Regional Bikeway Projects, Central Mobility Hub Project in the City of San Diego and other jurisdictions.

• Liaise with SANDAG internal departments, project managers, and consultants to ensure all project related documents are organized, stored, tracked, and retrieved safely and securely.
• Implement and maintain DCP processes including checklists, logs, and other tools for tracking and monitoring the status of incoming and outgoing documents, including, quality control checks, variance exemptions, and document revisions.
• Participate in the creation and updating of departmental standard operating procedures and create informational status reports.
• Develop and refine procedures for the Document Control Plan (DCP), update and maintain the department Document Control System (DCS) in accordance with established DCP guidelines, and SANDAG’s policies and procedures.
• Review documents submitted through the change control process for format, completeness, review, and required approvals.
• Maintain overall document control structure within DCS with the electronic master register of all project documents; process and file documents in a timely manner to ensure accessibility when received by SANDAG.
• Serve as DCS administrator, support Project Managers to define and maintain user roles and permissions in the DCS; maintain the confidentiality of documents.
• Participate in quarterly reviews of the document control plan and recommend updates to ensure the manual is current and compliant with SANDAG, Federal Transit Administration (FTA), Federal Railroad Administration (FRA), and Caltrans policy and procedures; make updates to the plan and secure final approval of changes; distribute updated manual revisions to project team members.
• Restructure all Department electronic files (high volume), including the development of a standardized folder structure, file naming convention, and conversion of old projects into the new format.
• Support department specific public records requests in consultation with the Office of General Counsel.

• Bachelor’s degree with major course work in business administration, construction management, or similar field. A combination of education and recent work experience may be considered in lieu of a degree. A Document Control Certification is preferred (ISO 9000).
• Excellent attention to detail, problem solving and communication skills.
• Strong computer skills and proficiency with the Windows operating system and Microsoft Office 365 (Word, Excel, SharePoint, Teams), Adobe suite of products, and other PC and cloud-based applications.
• Three years of recent experience with document control or records management (high volume); experience with documents and records used within the construction and engineering or government environment preferred.
• Experience supporting concurrent assignments in an efficient and responsive manner; ability to understand, establish, and maintain priorities and work independently.
• Demonstrated experience scanning, indexing, and archiving records.
• Demonstrated experience maintaining tracking and reporting systems using spreadsheets, databases, SharePoint and other software (including e-Builder and Compliance Information System).
• Excellent customer service skills; demonstrated ability to establish and maintain cooperative working relationships with those contacted in the course of work.
• Strong writing skills and the ability to communicate technical information effectively, both orally and in writing; experience participating in the development of procedures and policies.
• Knowledge of documentation control, change management standard practices, and quality control/quality assurance standards.

First review of applications: May 12, 2023
Expected Start Date: Late June/Early July 2023

We offer a complete benefits package to full-time employees including:

• Paid time off including 12 paid holidays, 2 floating holiday days, generous paid time off (PTO) per year, depending on length of service
• CalPERS pension plan with employer and employee contributions
• Education Assistance of up to $5,250 a year for regular employees
• Hybrid work options
• Excellent health insurance options for employees and their eligible dependents
• Free dental and vision insurance for employees and their eligible dependents
• Free transit pass for use throughout the San Diego region, bus, Rapid Express, Trolley, and COASTER
• 9/80 flexible work schedule
• Pay-for-performance merit increases