What are the responsibilities and job description for the Administrator, Utility Documentation Control position at City of Austin?

Minimum Qualifications

Graduation with a Bachelor's degree from an accredited college or university with major course work in a field related to Business or Public Administration, Information Science ,or field related to the job, plus2 years of related work experience.

Licenses and Certifications Required :

None.

Notes to Applicants

Position Description :

Under general direction, leads the development, review, implementation and maintenance of a document control and management process that supports utility operations and quality in conformance with quality management systems and compliance to local, state, and federal regulations.

1. Maintain a personnel risk assessment ( PRA ) and document control program including processes and tools in support of quality and compliance activities.

2. Serve as subject matter expert to instruct, advise, and direct Austin Energy staff in its PRA process, Privileged / NERC Access Authorization process, and other security requirements needed for compliance.

2. Manage records and processes required for compliance with internal, local, state, and federal regulations.

3. Conduct PRAs in accordance with local, state, and federal regulations, which includes identification verification and criminal background investigations.

4. Maintain quality and compliance records such as training records and PRA information for employees, contingent workers, vendors, and contractors.

5. Provide on / middle / off boarding support for employees and contingent workers, as it relates to identity verification, PRAs, training, and access authorization / revocation processes.

6. Maintain reporting and PRA program documentation.

7. Conduct training and promote strong communications to ensure the quality and integrity of program outputs.

Critical :

This position has been designated as a Critical Employee position. Critical Employees are considered necessary and vital and supports activities that impact City or department operations. This work can be done while at a designated work site or while working at an alternate work location. Critical employees who are able to work at an alternative work location are required to do so. Schedules may be modified, and employees may be reassigned to another area during extraordinary situations or emergency conditions to provide essential services.

Working with Austin Energy provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, career development opportunities and more. Please click HERE for more information.

Employment Application :

The City of Austin employment application is an official document; incomplete applications will not be considered.

Please be sure to detail on the application all current and previous employment that you wish to be considered as part of your qualifications.

The Employment Record should be complete with job titles, employment dates, job duties, functions, and responsibilities for each position held.

Starting salary will be based on overall relevant experience from your application.

Résumés will not be accepted and statements such as "see résumé" will not be accepted. You may use "N / A" for fields that are not applicable.

Please note that Austin Energy may close the job posting at any time after 7 days from the date of the initial advertisement. Once the job posting has closed, applications cannot be changed.

If you are selected as a top candidate :

Verification of your education (which may include high school graduation or GED , undergraduate and / or graduate degrees) will be required. You must provide proof of education from an accredited organization / institution.

If you are identified as a top candidate and are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.

This position requires a criminal background investigation.

Work Schedule :

Work hours may include after hours, holidays, and weekends.

Shifts may change according to departmental needs.

Employee may be required to work additional hours outside of regular work schedule.

Fair Labor Standards Act :

This position is considered FLSA Exempt. Exempt employees are salaried and, except as provided, are not eligible for overtime compensation.

Travel :

If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

Preferred Qualifications

Intermediate experience in MS SharePoint Online, Excel, databases, and Business Intelligence tools

Proficient experience working multiple workflows in parallel, with frequent interruptions

Experience documenting and creating evidence for compliance audits

Duties, Functions and Responsibilities

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

Develops a document control program including processes and tools in support of quality and compliance activities.

Serves as subject matter expert to instruct, advise, and direct departmental staff in the implementation or improvement of document control processes and procedures.

Manages systems and processes required for compliance, such as NERC -related CIP Protected Asset access requests and ISO certification.

Conducts personnel risk assessments in accordance with Local, State, and Federal regulations which include identification verification, and criminal background investigations.

Maintains quality and compliance records such as cyber security training and personnel risk assessment information for employees, vendors, and contractors.

Provides responses / evidence to internal and external auditors in their request for data during audits of documents and records to ensure quality and regulatory compliance.

Implements and maintains reporting and auditing systems to keep management and staff abreast of program activity.

Conducts training and promote strong communications to ensure the quality and integrity of program outputs.

Responsibilities - Supervision and / or Leadership Exercised :

May provide leadership, work assignments, evaluation, training, and guidance to others.

Knowledge, Skills and Abilities

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Knowledge of records management.

Knowledge of applicable processes, techniques, and methods.

Knowledge of Federal, State, Local laws, applicable to the program.

Knowledge of City practice, policy, and procedures.

Skill in oral and written communication.

Skill in handling multiple tasks and prioritizing.

Skill in using computers and related software applications.

Skill in data analysis and problem solving.

Skill in planning and organizing.

Ability to work with frequent interruptions and changes in priorities.

Ability to train others.

Ability to quickly recognize and analyze irregular events.

Ability to maintain current technologies and document control systems

Ability to influence and persuade stakeholders.

Ability to apply critical thinking skills.

Ability to develop and maintain programs.

Ability to assimilate information quickly, analyze problems and implement appropriate solutions.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO / ADA

City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

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