What are the responsibilities and job description for the Compliance Document Control Specialist position at Hawaiʻi Gas?
PURPOSE STATEMENT
Under the direction of the Maintenance Superintendent, the Compliance Document Control Specialist administers processes and procedures for the maintenance of compliance documentation for the Synthetic Natural Gas (SNG) Plant and other associated gas processing plants (Auxiliary Gas Plants). This compliance documentation includes records and reference material required under the Company’s Process Safety Management (PSM) Program, Risk Management Program (RMP), Pipeline and Hazardous Materials Safety Administration (PHMSA) Operating Procedures, and other compliance or reliability programs. The Compliance Document Control Specialist helps to ensure the completeness and availability of this compliance documentation, which is critical for continued successful execution of process improvements, preventive and reactive maintenance of plant assets, inspection by regulatory agencies, environmental governance, and, most importantly, personnel safety.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES
Under the direction of the Maintenance Superintendent, the Compliance Document Control Specialist administers processes and procedures for the maintenance of compliance documentation for the Synthetic Natural Gas (SNG) Plant and other associated gas processing plants (Auxiliary Gas Plants). This compliance documentation includes records and reference material required under the Company’s Process Safety Management (PSM) Program, Risk Management Program (RMP), Pipeline and Hazardous Materials Safety Administration (PHMSA) Operating Procedures, and other compliance or reliability programs. The Compliance Document Control Specialist helps to ensure the completeness and availability of this compliance documentation, which is critical for continued successful execution of process improvements, preventive and reactive maintenance of plant assets, inspection by regulatory agencies, environmental governance, and, most importantly, personnel safety.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES
- Responsible for the implementation and enforcement of Company, SNG Plant, and Auxiliary Gas Plant written procedures for the storage and access to the Department’s compliance reference material and records.
- Works with stakeholders to gather compliance-related record and reference documents, including reference documents with proposed edits. Examples of compliance records include completed project documentation, equipment inspection records, and training records. Examples of compliance references include Standard Operating Procedures (SOPs), Emergency Procedures, and equipment specifications and drawings.
- Works with stakeholders to approve new or edited reference documents. Supports the Department’s Management of Change (MOC) process.
- Maintains change logs for reference documents. Circulates new reference documents versions.
- Files paper and electronic documents in the appropriate locations.
- Works with stakeholders to make documents readily accessible and searchable, via online or hardcopy methods. Archives old reference versions and ensures only current documents are published.
- Disposes/deletes record documents according to HG’s record retention policies.
- Works with stakeholders to improve compliance documentation processes.
- Following Department policies, manages compliance document access privileges for company stakeholders and approved third parties. Performs regular access reviews to ensure document integrity and security.
- Updates Computer-Aided Design (CAD) files such as Piping and Instrument Diagrams (P&IDs), Process Flow Diagrams (PFDs), and Single Line Diagrams (SLDs) using AutoCAD or other drafting software.
- Participates in audits, inspections, incident investigations, and Process Hazard Analyses (PHAs) to identify opportunities for improvement in compliance documentation management.
- Provides training and guidance to personnel involved in maintaining or using compliance documentation to ensure understanding of its importance and proper handling.
- Occasionally performs the duties of other administrative positions as needed/directed, such as data entry, generating reports, taking inventory, processing invoices, etc.
- Works in a safe and responsible manner. Complies with all safety rules and cooperates in the fullest in the promotion of safety and safe work habits, to include the reporting of any unsafe conditions or acts. Maintains all EH&S training on a current basis.
- Complies with all applicable corporate and Hawaii Gas policies and procedures.
- Maintains assigned work area and equipment in a clean, orderly and safe manner; performs housekeeping duties as required and/or instructed.
- Performs all other related duties as instructed by supervisor/manager.
- High school diploma or equivalent.
- Minimum three (3) years' experience in both traditional and contemporary document management.
- Minimum one (1) year of experience in the gas and/or petrochemical industry, and/or processing plants.
- Experience using Microsoft applications (Outlook, Word, Excel, PowerPoint, SharePoint, Teams)
- Bachelor's degree in business administration or technical degree (e.g. Engineering, Chemistry, etc.).
- Work experience in a Process Safety Management facility.
- Work experience in a PHMSA-jurisdictional facility.
- Experience using AutoCAD or other drafting software.
- A valid driver’s license to operate a motor vehicle in Hawaii.
- Working conditions are normal for an office environment.
- Work may require occasional weekend and/or evening work.
