Document Control Coordinator II

About the role

The Document Control Support II provides intermediate-level document control and administrative support for the Program. This position works under the direction of the Document Control Manager and is responsible for maintaining the integrity, accuracy, organization, and accessibility of program documentation.

Responsibilities

• Provide day-to-day support to the Document Control Manager in the administration and maintenance of the program's document control system.
• Process, review, distribute, and track incoming and outgoing project documentation in accordance with established document control procedures.
• Perform high-volume data entry while ensuring the accuracy and completeness of project records.
• Apply document coding and indexing standards to ensure proper classification, retrieval, and organization of electronic and hard-copy records.
• Maintain, organize, archive, and retrieve project documents using the DocView document management system.
• Perform records management activities, including document retention, archiving, and disposition in accordance with program policies and records retention requirements.
• Support the management and maintenance of contract documents, including tracking revisions, amendments, correspondence, and supporting documentation.
• Aid in processing, logging, and maintaining invoice documentation and related records to support program operations.
• Support responses to Public Information Requests (PIRs) by locating, organizing, and preparing requested documentation in accordance with applicable procedures and timelines.
• Verify documentation for completeness, accuracy, and compliance before distribution and filing.
• Cook up coordination with program staff and District personnel to obtain, distribute, and maintain required project documentation.
• Generate document tracking logs, reports, and status updates as requested by management.
• Maintain confidentiality of sensitive and proprietary program information.
• Aid in continuous improvement of document control processes and procedures.
• Perform other document control and administrative duties as assigned.

Requirements

• Minimum of three (3) years of administrative support experience.
• A high school diploma or equivalent required.
• Experience performing data entry, document processing, filing, and records management.
• Experience working with contracts documents, invoices, and maintaining project records.
• Experience using electronic document management systems.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Adobe Acrobat).
• Strong organizational skills with the ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail.

Qualifications

• High school diploma or equivalent required.
• Minimum of three (3) years of administrative support experience.
• Experience performing data entry, document processing, filing, and records management.
• Experience working with contracts documents, invoices, and maintaining project records.
• Experience using electronic document management systems.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Adobe Acrobat).
• Strong organizational skills with the ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail.

Skills

• Data Entry
• Document Processing
• Filing
• Records Management
• Contract Documentation
• Invoice Tracking
• Public Information Requests
• Document Coding and Indexing
• Microsoft Office Suite
• Records Retention
• Document Disposition

Benefits

• Free Healthcare Insurance
• 401(k) Retirement Plan
• Free Life Insurance
• Sick Time Off

Pay

N/A

Schedule

N/A