DOCUMENT CONTROL MANAGER Job at Element Consulting
Element Consulting, Inc. is looking for a Document Controls Manager to join our team in our Long Beach Unified School team.
About the Role:
Long Beach Unified School District Facilities Development and Planning Branch seeks a Document Control Manager with a “can-do” attitude with strong organizational skills. You will work with a team of about 60 professionals representing facilities planning, construction, contracts, fiscal, technology, environmental, and program support to execute new construction and modernization programs at over 85 school and district sites. You will be responsible for establishing a Document Management System from an existing patchwork of software, tools, and personal habits. Additionally, this role is responsible for working with various stakeholders to establish and audit record retention policies and practices for physical and electronic documents. The ideal candidate is someone who can create structure, enjoys organization, is comfortable navigating ambiguity, and works well with others.
Under general direction, perform a variety of increasingly complex and technical duties related to the District’s facilities planning and construction program; Scope of services to include, but are not limited to:
- Establish, maintain and/or suggest improvements to the Document Management System (DMS) for physical and electronic documents.
- Oversee and update document control procedures for all Facilities department documents including but not limited to drawings, specifications, plans, procedures, office forms, transmittals, correspondence.
- Consult with IT personnel to establish and maintain DMS security and access control policies and procedures.
- Establish and maintain records retention policies and procedures for physical and electronic documents.
- Organize and archive physical and electronic documents according to records retention policies.
- Work with stakeholders from the program and project teams to process program and project documents. Responsibilities include but are not limited to reviewing file naming, converting documents to digital format, organizing physical and electronic files, and coordinating data entry.
- Respond to record requests by obtaining documents from Document Control files and coordinating with management and legal staff.
- Develop and provide training presentations to department staff on document control procedures. Provide continuous support to users of various skill levels to adequately implement document control practices.
- Conduct periodic quality assurance audits on all document files, databases and libraries to ensure consistency and compliance with policies and procedures.
- Research and assess various document control software and tools and make recommendations to management as needed.
- Serve as the subject matter expert of document management policies and procedures and provide support to department personnel.
- Provide leadership and work direction to assigned personnel.
- Provide project and vendor management for DMS hardware and software vendors as needed.
- Develop spreadsheets and databases as needed.
Qualifications:
- Experience in implementing document management systems to support physical and electronic environments
- Experience with various types of document management software such as Laserfiche and Sharepoint.
- Ability to communicate and convey ideas and issues clearly
- Ability to problem solve with ambiguous or incomplete information
- Knowledge of indexing, metadata, or database concepts
- Proficiency in Microsoft Office Suite
Why Choose Element Consulting?
Element Consulting is a construction management company dedicated to providing clients with responsible and innovative solutions to their project needs, from inception to completion. Based out of El Segundo, CA, the firm offers program, project, and construction management services. We invite you to join us in 'Bringing the Right Elements Together for Our Clients' Success.'
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