What are the responsibilities and job description for the Document Control Specialist position at Capstone Mining?
Document Control Specialist
We are seeking a detail-oriented Document Control Specialist to join our Talent Management team at an open pit copper mine in Arizona. This role is critical for maintaining operational efficiency and effective communication across departments. This includes managing, organizing, and controlling all site documentation to support compliance with regulatory requirements and internal procedures. The ideal candidate is precise, diligent, analytical, conscientious, and detail oriented. They are also cooperative, patient, and helpful in their interactions with their team and internal customers.
REPORTING TO:
Talent Superintendent
COLLABORATING WITH
(Key Departments, External Groups):
Internal:
- Leaders including Managers, Superintendents, Sr. Coordinators, and Frontline Supervisors
- Subject Matter Experts (SME)
- Employees
External:
- Contractors, Consultants, and Vendors
- Professional & Industry Associations
- Local, State, and Federal Agencies
PEOPLE REPORTING TO THIS POSITION
(Name of Position):
None
WORK ENVIRONMENT:
95% office; 5% field
POSITION RESPONSIBILITIES
- Exemplify the Capstone Copper Values in all efforts and interactions while working in compliance with all MSHA safety guidelines and Pinto Valley Mine policies and procedures.
- Build trusting relationships with teammates and internal customers through empathy, active listening, reliability, critical thinking, and open lines of communication.
- Develop and maintain a comprehensive document control system including standardized formats, organization method, review interval, and retention rules for site documents.
- Coordinate with departments across the mine site to support compliance to document control standards. Provide training to staff on document control procedures and software systems.
- Monitor adherence to regulatory and company standards regarding document control, including coordinating regular audits of documentation processes.
- Train and advise others in the development of standardized documents, including policies, procedures, and forms. Train others in use of records management systems.
- Serve as the primary point of contact for document-related inquiries and issues.
- Research and recommend system improvements.
- Prepare and maintain reports on document status, revisions, and compliance for management review.
EDUCATION REQUIREMENTS:
(Required, Preferred)
Required:
- High School Diploma or equivalent
Preferred:
- Bachelor’s degree in business administration, engineering, or the social sciences.
- Professional certification in human resources, talent development, or training-related focus (ATD, SHRM, HRCI, etc.).
YEARS OF RELEVANT EXPERIENCE:
(Required, Preferred)
Required:
- 3 years’ experience in document control.
- 2 years’ experience coordinating training activities (i.e. planning, scheduling, logistics for training) or similar administrative work.
- 2 years’ experience working independently to produce high quality work with minimal supervision.
Preferred:
- Experience with critical elements of talent development, including needs assessments, instructional design, effective delivery of training, and measuring the impact of training on business outcomes.
It is expected that the Training Specialist will gain experience in the areas listed as “critical elements of talent development” above during their first year in the role if they do not already possess these types of experience upon hire/promotion.
KNOWLEDGE, SKILLS, ABILITIES (KSA):
- Ability to model curiosity to understand the context, stakeholder needs, and root causes of problems.
- Ability to think critically to reduce bias in decision making, avoid jumping to conclusions, and improve prediction of how actions will impact others.
- Ability to model a growth mindset when faced with challenges, successes, and failures.
- Ability to understand and adapt quickly to changing situations.
- Ability to influence others through empathy, active listening, and building strong relationships.
- Ability to think creatively and innovate new & different methods to solve problems.
- Effective written and verbal communication skills with stakeholders.
- Effective facilitation skills for meetings, trainings, and other relevant gatherings.
- Intermediate skills in Microsoft Word and PowerPoint.
- Intermediate reporting skills in Microsoft Excel, including basic formulas, charts & graphs, and tables.
- Ability to administer learner information & courses in a Learning Management System (LMS) or similar software. Ability to support End Users in navigating an LMS or related software.
It is expected that the Training Specialist will gain the KSA listed in this section during their first two years in the role if they do not already possess these experiences upon hire/promotion.
