Salt Lake City

  • DOCUMENT CONTROL SPECIALIST

    Requisition ID
    2018-3828
    Department
    PUBLIC UTILITIES
    Minimum Salary
    USD $16.70/Yr.
    Maximum Salary
    USD $27.65/Yr.
    Post End Date
    10/26/2018
    Location
    US-UT-Salt Lake City
  • Overview

    Responsible for maintaining and updating the project documentation for assigned capital projects using the practices and policies of Salt Lake City Department of Public Utilities (SLCDPU Engineering Department’s Document Management System requirements. This documentation includes the entire life cycle of capital and operational projects from planning through project closeout.

    May research and retrieve information in response to request for service from department employees, other city personnel and the general public, including Government Records Access and Management Act (GRAMA) records requests.

     

    Requires an understanding of technical terms and ability to read and understand various types of construction drawings, records, maps, plats and the City’s Geographical Information System (GIS).  This work requires some independent judgment, effective decision-making, and frequent interaction with other employees and the general public.

    Responsibilities

    • Monitor, review, and report information regarding documentation status of projects, to assist project managers in managing projects.
    • Seek out and gather information from project managers to fully understand the documentation requirements for each project. 
    • Proactively identify and discuss opportunities to further utilize existing tools and software to improve electronic handling of project documentation.
    • Perform project site set-up, including simple configurations to project SharePoint webpage and coordination of any project site custom configurations or specific needs
    • Load project documents into project sites and ensure associated metadata is correct per guidelines.
    • Participate in automated process workflows per defined roles.
    • Assist with writing additional Document Management Policies, Processes, and Procedures.
    • Performs searches and retrieves information from the document management system.
    • Provide Quality Assurance for Document Control procedures and practices.
    • Perform Quality Assurance on project documents, site content and site organization.
    • Perform Quality Assurance on automated workflows for document centric processes (e.g. submittals, RFI’s).
    • Develop Document Management reports as requested.
    • Archive electronic documents per SLCDPU policies
    • May serve on divisional and departmental committees as a representative of Engineering Records Management.
    • Performs other related duties as assigned.

    Qualifications

    • Two years college education with emphasis in public or business administration. Education and related experience may be substituted on a year-for-year basis.
    • Knowledge or ability to quickly acquire an understanding of City Ordinances and State statutes, basic GIS functions and Microsoft SharePoint.
    • Ability to understand City construction projects and obtain general knowledge of engineering and architectural terminology, construction estimates, property addressing, geographical information systems and details involving property assessments.
    • Must be able to communicate effectively in writing or orally with the general public, City Officials, professional engineers, attorneys, bonding and real estate professionals.
    • Must be well organized, detail oriented and efficient. Must be able to develop and manage filing systems, property research and data compilation.
    • Ability to establish and maintain effective working relationships with fellow employees, representatives from outside organizations (contractors and consultants) and the general public.
    • Demonstrated proficiency in the use of personal computers.
    • Possession of a valid state driver license or Utah driving privilege card.

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