Senior Document Control Analyst

JOB SUMMARY

Develops and implements processes and procedures for the use of Prolog Management Systems for HISD 2012 Bond projects.  Monitors project documentation from planning through project closeout. Trains Houston ISD staff on Prolog Management Systems.
 

MAJOR DUTIES & RESPONSIBILITIES

• Facilitates regular reviews and tracks standard operating procedures and key performance indicators utilizing Prolog tools and techniques in order to monitor the progress of all construction projects; identifies and quantifies any variances, performs required corrective actions, and communicates to all internal/external stakeholders.
• Manages the training and professional development of internal and external staff on Prolog Management Systems to ensure accountability for construction costs, scope, schedules information/documentation and to maintain efficient records for capturing and managing multiple projects from start to finish.
• Manages construction information/documentation entered into Prolog in support of Planning, Design, Construction, Maintenance and other functional areas.
   

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

• Develops, maintains, and updates multi-project reports and provides recommendations for improvements for the department overall prolog project management system used for the development, approval and management of documents developed for Construction & Facility Services.
• Collaborates and communicates with internal and external functions to enhance project success and to ensure the continuous and effective execution of the document control performance procedural management process for management, professional staff, e.g. Project Managers, Architects/Engineers, CMPA’s and for all stakeholders.
• Performs other job-related duties as assigned.
   

EDUCATION

Bachelor's Degree
 

WORK EXPERIENCE

3 to 5 years of project management and Prolog experience
 

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

PeopleSoft, Microsoft Office, SAP, Office equipment (e.g., computer, copier), Vehicles (e.g., automobile, truck, tractor, forklift)
Prolog Management System software continuous education and professional development to maintain current technologies.
 

LEADERSHIP RESPONSIBILITIES

No supervisory or direct people management responsibilities. May provide occasional work guidance, technical advice and training to staff.
 

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work is substantially complex, varied and regularly requires the selection and application of technical and detailed guidelines. Independent judgment is required to identify, select, and apply the most appropriate methods as well as interpret precedent. Position regularly makes recommendations to management on areas of significance to the department. Supervision received typically consists of providing direction on the more complex projects and new job duties and priorities.
 

BUDGET AUTHORITY

Compiles and organizes data and figures.
 

PROBLEM SOLVING

Decisions are made on both routine and non-routine matters with some latitude, but are still subject to approval. Job is occasionally expected to recommend new solutions to problems and improve existing methods or generate new ideas.
 

IMPACT OF DECISIONS

Decisions have moderate impact to the facility/department or division, causing increased satisfaction or dissatisfaction; producing efficiencies or delays; promoting or inhibiting personal intellectual or professional development; and/or contributing to financial gain or expense. Errors may be serious, usually not subject to direct verification or check, causing losses such as improper cost calculations, overpayment or improper utilization of labor, materials or equipment. Effect usually confined to the organization itself and is short term.
 

COMMUNICATION/INTERACTIONS

Collaborate and solve problems – works with others to resolve problems, clarify or interpret complex information/policies, and provide initial screening/negotiations without approval authority. Interactions are typically with customers, senior level professional staff, and managers.
 

CUSTOMER RELATIONSHIPS

Anticipates customer needs, identifies and champions opportunities for the development and implementation of new services and methods to meet or exceed customer needs. Establishes customer service standards and feedback mechanisms across departments.
 

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.
Able to see and read computer screens, printed materials, surveys.
Able to listen to and interpret customer needs and direction from others.
Ability to carry and/or lift less than 45 pounds.