Document Control Specialist

General

The Rail Engineering Document Control Analyst reports to the Deputy Director of Systems Engineering and is responsible for providing document control support to the engineering department. The role covers all Engineering subgroups in their support of Rail Operations and Maintenance systems, regulatory compliance, and capital projects spanning technology and civil projects’ execution for the PCJPB (Caltrain).

Essential Functions & Duties

• Organize contracts or work directives deliverables documents, escrow accounts, in-service and as-built drawings, digital file repositories, Interoperability Train Control (ITC) and other regulatory agency documentation, as well as supporting documentation related to operating budgets from the engineering department.
• Support document control expertise to Caltrain’s Rail Engineering department, covering operational systems, construction and capital projects, and federal and local regulatory compliance (FRA, CPUC).
• Develop, improve, implement, and enforce document control policies, including revision control, file structure, access permissions, data retention, correspondence flow, document logs, and meeting minutes, etc. Support the training of the records management system.
• Using a set of standards, oversee system uploads, approved of contract document delivered to end-users, and facilitate user requests while ensuring proper storage and accessibility of documents to maintain the operational railroad.
• Support contract administration and financial processes, including invoicing, milestone payments, and document processing in financial control systems

Examples of Essential Duties:

• Receive, store, and organize file submissions from internal and external parties as part of daily operations and project activities ensuring proper migration and maintenance within designated storage systems (e.g., SharePoint) in accordance with federal and local regulations.
• Manage engineering document access, including read/write permissions and overall organization. Maintain control document check-in/check-out processes and ensure proper revision control of controlled documents.
• Assist with projects documentation, by preparing documents for signatures and facilitating transmittal approvals.
• Ensure standardization, quality control, and revision control of document templates.
• Track and maintain funding drawdowns, coordinate with finance teams, and support procurement requisitions.
• Manage Engineering data retention (PTC, Signal, etc.) in accordance with policies and regulatory requirements.
• Administer Configuration Change Control software repositories for asset management and escrow documentation.
• Support contract and work directive administration by auditing deliverables, processing milestone payments and invoices, and maintaining document control in financial systems (e.g., PeopleSoft).
• Provide general document organization to the Engineering Department.
• Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.

Minimum Qualifications

Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, full time work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Bachelor’s degree in business administration, Engineering, Project Management or related field.
• Two years of fulltime experience in records management, document control or related form of records management.

Preferred Qualifications:

• Prior experience with data and document managements and Document Management Software particularly SharePoint, On-Base or familiarity with other similar systems.
• Experience in data and process management.
• Strong technical skills, data entry skills; application of Microsoft Office Suite including SharePoint, Adobe Pro, and other typical office software products.
• Prior usage of Primavera, Aconex, and Blue Beam is helpful.
• Certificate(s) and training in Document Control, Records Management, or similar; examples include Consepsys, CDCP, CCDCS, PMP, or similar.
• Familiar with engineering, project, and contract management lifecycle administration, including letter logs, requests for information (RFI), gate reviews, contract deliverables (CDRLs), project closeout, data retention, etc.
• Experience with financial control and use of PeopleSoft for processing invoices, purchase orders, and other similar financial documentation.
• Autonomous and self-starter, able to multitask, coordinate across multiple teams and ability to learn other systems and tools.
• Prior experience in Rail Transit or Public Sector Projects is desirable.
• Knowledgeable with storing safety system drawings and other controlled documents in accordance with federal and local regulations.

The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.

How to Apply

• Complete an online employment application by 11:59 p.m. of the listed closing date. A resume will not be accepted in lieu of the application. Incomplete applications will not be considered.
• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.
• We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.

Job Type: Full-time

Pay: $84,558.00 - $126,838.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $84,558 - $126,838