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Document Management Coordinator

Job ID:

240089

Location:

DC - L'Enfant Plaza

Full/Part Time:

Full-Time

Posting Open-Close

03/20/2024

-

06/17/2024

Union

NRP

Regular/Temporary:

Regular

Job Description

MINIMUM QUALIFICATIONS

Education

• Bachelor’s Degree in Business Administration, Information Technology, Information Systems, Project Management, Quality Assurance, English or related field

Experience

• A minimum of four (4) years of experience in document management methodologies, procedures, and technology for the daily function of a document management system and related software applications.

• Experience overseeing a document management system and/or preservation of controlled documents to ensure compliance with applicable standards and regulations.

Preferred

• Lean Six Sigma Certification from an accredited industry provider

• Root Cause Analysis training from an accredited industry provider

• ISO 9001:2015 Certified Lead Auditor

MEDICAL GROUP

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

SUMMARY

The Document Management Coordinator oversees the management of Metro’s controlled governing documents. The incumbent provides advice and guidance concerning the planning, organizing, training, promoting, and other activities involved with respect to department records and controlled documents creation, revision schedules, maintenance, use, and disposition. This position requires an understanding of the Authority’s organizations, functions, roles, and responsibilities. In-depth knowledge of project and document management methodologies, technology, and procedures are critical to this position. The Specialist leverages proven knowledge of document control methods and the use of a document management systems to comply with document requirements and compliance. The incumbent should be familiar with end-user training, document repositories and customer-focused /solution-based strategies.

ESSENTIAL FUNCTIONS

• Serves as the Document Management Liaison, provides advice and guidance concerning the planning, organizing, training, promoting, and other activities involved with respect to department records and controlled documents creation, revision schedules, maintenance, use, and disposition. Ensures compliance to Metro’s document retention procedures and policies.

• Manages the daily functions of the document management system, and software applications, such as, databases, graphic and spreadsheet applications which supports document and correspondence management for the organization.

• Oversees the ongoing development, implementation and maintenance of document management policies, procedures, and systems to ensure the proper compliance. Monitors and evaluates existing document management systems to ensure compliance with applicable standards and regulations.

• Trains staff on document management policies, procedures, and systems and ensures the proper management and preservation of controlled documents.

• Effectively advises department management and staff on the document management processes, procedures, and technology with project application team, departments, and contracted staff. Ensures a clear understanding of the requirements related to the document management program and that document management mandates are met.

• Troubleshoots outgoing and incoming document management system workflows. Provides end-user support to departments and individuals utilizing the document management processes and technology.

• Leads the design, drafting, compiling, and updating of monthly and quarterly reporting for the Quality department. Provides visibility into Quality metrics and status updates to departmental and Metro wide leadership.

• Establishes priorities for the review and analysis of information for content, research and interpretation of data. This includes the priorities for information to resolve issues and assign actions to the appropriate organization.

• Oversees the document revision cycle, the timely revision and distribution of documentation to appropriate users. Ensures that the quality of documentation and other content complies with approved document management procedures.

• Understands and supports Quality programs related to internal reviews, regulatory audit requirements and provides support to all audits as needed. Serves as document management system Subject Matter Expert and provides interdepartmental support.

• Maintains a broad working knowledge of the Metro’s programs, applicable policies and procedures related to the impact on core business functions and this position.

• Oversees document management processes, performance, and compliance report creation.

• Responsible for supervisor review and approval for direct reports (i.e., Kronos time and attendance, performance management, etc.).

• Acts on behalf of Quality Management Team (QMT) management when they are on leave or as delegated. Participates in departmental recruitment efforts to include resume review and interview panel member participation and onboarding new employees or contractors. Supervises, mentors and coaches direct reports and team members as needed.

• Reviews and reports monthly Key Performance Indicators report within the established deadlines. Provides insight of critical QMT metrics to departmental and Metro wide management.

The functions listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

EVALUATION CRITERIA

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:

• Skills and/or behavioral assessment

• Personal interview

• Verification of education and experience (including certifications and licenses)

• Criminal Background Check (a criminal conviction is not an automatic bar to employment)

• Medical examination including a drug and alcohol screening (for safety sensitive positions)

• Review of a current motor vehicle report

CLOSING

WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.