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Senior Document Controller

Jaquith Consulting Group Inc
Sacramento, USA
Full-time
Senior · 10+ years experience
Onsite
USD 90000-150000 yearly / year
Discovered 1 months ago
Microsoft OfficeAdobe Acrobat

Full Job Posting

  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Profit sharing
  • Vision insurance
  • Serve as a senior-level subject matter expert for document control systems, processes, and standards across the organization
  • Provide guidance, mentoring, and technical support to Document Controllers, Program Analysts, and project teams
  • Act as a system administrator or power user for the enterprise Document Control System, supporting configuration, permissions, workflows, and troubleshooting
  • Support enterprise document control initiatives, including system rollout, enhancements, and adoption strategies
  • Oversee document intake, processing, distribution, storage, and archival activities to ensure compliance with standards, contractual requirements, and regulatory obligations
  • Ensure adherence to document control procedures, metadata requirements, naming conventions, version control, and classification standards
  • Review document submittals for completeness, accuracy, and compliance prior to acceptance into document management systems
  • Support audit readiness efforts by ensuring documentation is complete, traceable, and properly maintained
  • Support the procurement, deployment, configuration, and optimization of the enterprise-wide Document Control System
  • Participate in defining system requirements, workflows, user roles, and reporting capabilities
  • Identify system gaps, risks, and improvement opportunities; recommend and support enhancements to improve efficiency and data integrity
  • Develop and maintain process maps, SOPs, desk manuals, and system user guides
  • Monitor document control performance metrics, workload trends, and compliance indicators
  • Maintain document control dashboards, trackers, and reporting tools to provide visibility into system health and operational performance
  • Support risk identification and mitigation by maintaining document control risk logs and issue trackers
  • Prepare summaries, reports, and briefings for leadership related to document control performance and system adoption
  • Serve as a primary point of contact for document control matters with internal staff, consultants, contractors, and external partners
  • Coordinate closely with project teams, IT, Business Analysts, procurement, and compliance staff to support document control needs
  • Provide training, onboarding, and ongoing support to users of document control systems
  • Support change management efforts related to new tools, workflows, and standards
  • Contribute to continuous improvement initiatives to enhance document control efficiency, clarity, and consistency
  • Support special projects, enterprise initiatives, and strategic priorities as assigned
  • Promote a culture of accuracy, accountability, and best practices in document control
  • Bachelor’s degree in Business Administration, Information Management, Records Management, Public Administration, or a related field; or equivalent professional experience
  • Demonstrated experience performing document control functions on complex programs or capital projects
  • Strong knowledge of document management systems, document control standards, and compliance requirements
  • Proficiency with Microsoft Office, SharePoint, Adobe Acrobat, and enterprise document management platforms
  • Strong organizational, analytical, and communication skills with the ability to manage multiple priorities
  • Experience developing SOPs, workflows, process maps, and training materials
  • Ability to work independently and collaboratively with multidisciplinary teams
  • Experience supporting or administering an enterprise-wide Document Control System as a system administrator or SME
  • 10 years of experience on projects similar in scope and complexity, preferably on large infrastructure, transportation, or public-sector programs
  • Professional certification in document or records management (e.g., CDIA+, CRM) or equivalent
  • Familiarity with audit processes, regulatory compliance, and document retention requirements
  • Experience supporting system implementation, change management, or enterprise process improvement initiatives
  • Sound understanding of document control principles, standards, and best practices, including metadata requirements, naming conventions, version control, and classification standards
  • Experience with document control operations on complex, large-scale programs, preferably in infrastructure, transportation, or the public sector
  • Maintain accuracy, accountability, and attention to detail while promoting a culture of best practices in document control
  • Familiarity with developing SOPs, desk manuals, process maps, workflows, and system user guides
  • Proficiency with Microsoft Office, SharePoint, Adobe Acrobat, and enterprise document management platforms
  • Clear written and verbal communication, including preparing summaries, reports, and briefings for leadership

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