Document Control Specialist

About the role

The Document Control Specialist will be responsible for program document management, ensuring communication between the Design-Build Contractor and INDOT is running efficiently and effectively. Position skills include: a high level of motivation and commitment to the organization, the ability to work independently and interact with other departments, a strong analytical capacity, and the ability to maintain confidentiality about all information and documentation.

Responsibilities

• Create monthly expense reports - Credit Card(s) & Petty Cash. Also create check requests for invoices when needed.
• Reconcile monthly reports.
• Organize and maintain electronic filing system(s).
• Create custom reports and presentations in Microsoft Word, Excel, and PowerPoint.
• Prepare timely agendas and minutes.
• Coverage for spouse, domestic partner, and children
• Coordinate travel - hotel, car rental, and reservations itineraries.
• Answer phone calls & take messages.
• Able to secure and create strong working relationships with vendors.
• Answer routine questions and/or follow through on routine requests.
• Dictate and final documentation preparation.
• Ensure routine work items such as (daily, weekly, or monthly data reports) are received. Follow up and expedite late items.
• Miscellaneous support to project/department staff as required.
• Perform additional assignments per Supervisor’s direction.
• Compile and update all branded documents.
• Maintain physical & electronic document files to ensure that controlled documents cannot be changed without review & approval & to administer quality system processes that produce records based on controlled forms.
• Assist in the administration of the document control process, including document change control, file maintenance & maintenance of SOP-controlled hard copies.
• Process approved documents & ensure proper archiving of obsolete documents.
• Record keeping & quality assurance activities.
• Aid in the writing and revision-controlled documents.
• Track complaints, nonconformity reports and corrective & preventative actions to closure in accordance with SOPs.
• Aid in the editing of [basic] graphic elements (i.e. logo).
• Identify training requirements resulting from release & revision of controlled documents.
• Update all databases (i.e., Excel, Access, ACT).

Qualifications

• AA or AS degree in a business-related course of work.
• Minimum 3-5 years of administrative experience.
• Proficient in all Microsoft Software.
• Able to type 50-60 WPM accurately and able to take dictation.
• Excellent organizational skills, time management skills, and attention to detail, including anticipating needs and being proactive.
• Ability to work overtime if needed.
• Experience in SharePoint.
• Bilingual: English and Spanish.

Skills

• Able to apply common sense understanding to carry out details written or verbally instructed.
• Strong analytical capacity.
• Able to maintain confidentiality about all information and documentation.

Benefits

• Financial Wellbeing
• Compensation commensurate with experience
• Competitive pay with ongoing performance review and merit increase
• 401(k) with company match & Employee Stock Purchase Plan (ESPP)
• Flexible spending account (Healthcare & Dependent care)
• Health & Wellness
• Medical, Dental, and Vision insurance (plan choice) - coverage for spouse, domestic partner, and children
• Disease Management, Telehealth Coverage, Prescription Drug Plan, Pet Insurance
• Family & Lifestyle
• Paid Time Off, Paid Holidays, Bereavement Leave
• Military Leave, including Differential Pay and Benefits Continuation
• Employee Assistance Program
• Planning for the Unexpected
• Short and long-term disability, life insurance, and accidental death & dismemberment
• Emergency Travel Assistance Program
• Group legal plan

Pay

Commensurate with experience

Schedule

N/A