Document Control Specialist 2

Metra; Chicago (IL); On-site; USD 60,846 - 91,268; Full time

Job summary

Metra is seeking a Document Control Specialist 2 in Chicago to support the Capital Delivery Department. The role focuses on managing project documents, ensuring compliance, and maintaining Metra's PMIS.

You will work with internal and external stakeholders and provide training on document control processes. The position requires at least a bachelor’s degree or four years of equivalent document management experience, plus two years of related work.

Qualifications

• Bachelor's degree or 4 years of technical document/data management experience.
• Minimum of two years of document management/administration experience.
• Knowledge of electronic document management systems.
• Knowledge of document retention laws.
• Knowledge of document management principles.
• Strong organizational, analytical, and problem solving skills.
• Strong verbal communication skills.
• Proficiency in Microsoft 365, Adobe Acrobat, SharePoint, and PowerBI.
• Ability to conduct training with multi-disciplinary teams.
• Ability to adapt to changing technology environments.
• Ability to interface concisely with executive level staff.

Responsibilities

• Operate as a central contact for all document control issues, support, and ongoing management of Metra's PMIS.
• Work with internal and external stakeholders to ensure compliance with Metra's PMIS.
• Provide document management support.
• Provide guidance on document-related queries related to InEight and SharePoint.
• Review incoming document transmittals and the document register for project-specific requirements.
• Register document upload requests with correct file and supporting information; provide training as needed.
• Promote safe work practices and maintain a safe work environment.
• Perform other related duties as assigned to meet organizational needs.

Skills

Organizational skills

Analytical skills

Verbal communication

Education

Bachelor's degree

Equivalent experience (4 years) in document management

Tools

Microsoft 365

Adobe Acrobat

SharePoint

PowerBI

Job description

Salary Range

$60,846.00 - $91,268.00

Description

The final salary will depend on the candidate's qualifications. Those with 8 years or more of required experience can expect offers up to the midpoint of the salary range. Metra provides full pay ranges so candidates can consider their growth potential.

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Qualified veterans who meet the minimum requirements will receive outreach during the recruitment process in accordance with Federal and State laws, including the Illinois Veterans Preference Act. Meeting the minimum qualifications does not guarantee an interview or job offer. The most qualified candidate will be selected.

Metra is one of the largest and most complex commuter rail systems in North America, serving Cook, DuPage, Will, Lake, Kane, and McHenry Counties. The agency is linking communities in Northeastern Illinois by providing safe, reliable, and efficient commuter service.

Metra's Capital Delivery Department oversees the design, construction and administration of Metra capital projects and manages the work of consultants and contractors implementing these projects. Capital projects overseen by this group include stations and parking as well as structural, civil, electrical, mechanical, traction power, and wayfinding and signs. The department also includes Project Management, NEPA, Project Controls, and Project Administration teams.

Reporting to the Director, Project Controls, the Document Control Specialist 2 supports processes and documentation from the design phase to project close out ensuring successful document management, supports daily management and maintenance of the document control system across all sites, helps to create and maintain standards, and provides training to internal and external stakeholders.

Responsibilities

• Operate as a central contact for all document control issues, support, and ongoing management of Metra's Project Management Information System (PMIS).


• Work with internal and external stakeholders to ensure compliance with Metra's Project Management Information System (PMIS).


• Provide document management support.


• Document support is basically answering document related questions from and providing guidance to internal and external sources related to InEight and SharePoint.


• Review incoming document transmittals and the document register to ensure all documents meet project-specific requirements.


• Register document upload requests ensuring that all documents received (e.g., meeting minutes, monthly reports, contracts) are registered with the correct file and supporting information, or returned for correction providing training as needed.


• Promote safe work practices and maintain and foster a safe work environment.


• Perform other related duties as assigned to meet the ongoing needs of the organization.

Metra is a railroad employer subject to the provisions of the Railroad Retirement Tax Act, not the Social Security Administration.

Requirements

1. Bachelor degree OR in lieu of degree four years of technical document/data management experience.


2. In addition to #1 above, must have a minimum of two years of document management/administration experience.


3. Good knowledge of electronic document management systems.


4. Good knowledge of document retention laws.


5. Good knowledge of document management principles.


6. Good organizational, analytical, and problem solving skills.


7. Good verbal communication skills.


8. Proficiency in Microsoft 365, Adobe Acrobat, SharePoint, and PowerBI.


9. Ability to conduct training consisting of multi-disciplinary members.


10. Ability to adapt to changing technology environments.


11. Ability to interface concisely with executive level staff.

Metra employees in an active review period under the current discipline policy or who have documented attendance or performance issues will not be considered and/or selected for this position.

Please note: Regardless of any state laws that legalize marijuana, Metra prohibits applicants and employees' use or possession of marijuana (or marijuana paraphernalia), or having detectable amounts of marijuana in their bodies, including synthetic and/or non-synthetic substances such as THC for any reason for preemployment screening purposes, while on duty, subject to duty, on Metra property, or in Metra work equipment and vehicles.

Metra is committed to ensuring that our career website and recruiting process are accessible to all individuals. If you encounter difficulties or limitations in using or accessing our online application, or if you require reasonable accommodations to complete this application, participate in interviews, complete any pre-employment testing, or engage in any other aspect of the employee selection process, please direct your inquiries to [e-mail].

Metra is an Equal Opportunity/Affirmative Action Employer. It is our policy to fill vacant positions with qualified candidates without regard to race, color, sex, religion, national origin, age, gender identity, disability, or any protected categories, assuming an individual can perform the essential functions of the job with or without accommodation.