Document Control Specialist I

Duties : Department Summary

Electric Supply Engineering (ESE) Document Management team is responsible to manage our Electrical Engineering Records (ERC) for our Electric Supply Operations team members, which includes management of records during execution phase of our capital projects in coordination with Engineering and Enterprise Project Management (EPMO). This department also leads our efforts related to drafting support for our Engineering team and managing our Computer Aided Drafting Standards. This team plays a major part in delivering our capital investment strategy for the Company and maintaining configuration management for our Operations team members.

Job Description

The Document Control Specialist I will support project document control functions for construction projects as well as support other ESE Document Control activities when applicable. The Project Document Controller main activities will include :

• Work closely with engineering personnel, guiding them on our review and record requirements documented in our procedures and job aids.
• Process engineering and project records and plant modifications such as drawings, manuals, transmittals, correspondence, and engineering change notices (ECN).
• Perform standard routine level tasks and provide support for Projects during design, construction, and close-out.
• Update and maintenance of electronic database used for tracking, transmitting, and distributing documents and vendor submittals.
• Report on activities for Daily, Weekly, and Monthly Operating Reviews.
• Accurately and in a timely manner request from Plant Document Control / Engineering Record Center (ERC) controlled document numbers per the established numbering conventions. Including critical drawings such as WD (wiring diagrams and P&IDs (Piping & Instrumentation). This may also include controlled numbers such as circuits, raceways, valves, conduits, etc....
• Assess and audit records for accuracy and completeness, including identification of issues and lead implementation of recommendation and corrective actions for our project / plant records. Assist in the management and updates of our document management procedures.
• Provide hard copy documents to projects for construction.
• Provide hard copy critical documents to Plant Document Control at the end of the project.

Skills : Essential Functions

Possess excellent communication and customer service skills

Successfully multi-task and / or switch task quickly while remaining organized

Anticipate and understand the impact of actions / procedures on multiple systems

Demonstrate leadership skills, strong teamwork, and the ability to work independently on assigned complex projects

Use appropriate systems / software / programs such as SAP for internal processes

Manage project milestones, organizing and prioritizing the scheduling of work assignments in response to work tasks

Enjoy working in a team environment

Ability to interact with internal and external parties to receive highly advanced information and data

Possess strong analytical skills

Interact with other internal departments to resolve issues with exceptional communication

Performs responsibilities in a manner that clearly shows effective communication and cooperation that promotes open exchange of information, respect, and professionalism

Interface with engineering, plant personnel and drafters on a regular basis

May require carrying large, rolled prints to various locations in the plants or to projects

Maintains work areas in a clean and orderly manner

Responsibly orders supply of paper and toner for plotters and calls IT for support when needed

Exemplify safe work practices and follow the Company's compliance standards.

Regular attendance is expected

Experience with ProjectWise, Primavera Unifier, CM14, Prolog or other document control software

2- 4 years of experience in records management or similar roles

The following skills may set you apart :

Experience in clerical, administrative or document control - drawing or construction document control preferably

Experience in database management

Having some course work or an associate degree with specialization in :

Information Science

Data Processing and Data Processing Technology

Utility, engineering, or construction document control experience

Adobe Pro

Plotter and scanner operations