File Clerk - Document Controls Department

Job Description:

 

A Document Control candidate will work both independently and as a team member on projects for engineering, design and construction. He or she will be responsible for all aspects of document control: representation, retrieval, distribution and storage of engineering drawings and documents. He or she will maintain and update databases, create transmittals, process vendor.


- Document handling and tracking.
- Data entry for document tracking and engineering databases.
- Management and filing of engineering documents (electronic and hard copy).
- Misc. engineering-related administrative tasks.
- Previous experience in document control is a plus.

Essential Job Functions:


This position supports the Document Control Department. This person will have the opportunity to work in a team environment with staff at all levels of the Company.

Administer controlled documents.

 

-    Interface with all employees on the timely completion of their documents

-    Retain records, archive, and provide official copies. Ensure that records are up to date and organized

-    Works with subject matter experts to find best practices and streamline processes

-    Updates documents as required, and follows up on outstanding tasks

-    Support other functions within the Document Control group (i.e., typing, photocopying, scanning, distribute and file documents as needed

-    Assists in coordinating administrative and/or clerical support in various departmental functions such as,  photocopying, faxing, report generation, and filing, to ensure that departmental activities are performed in a timely manner

-    Coordinates incoming and outgoing department correspondence; assembles, addresses and mails same; distributes incoming mail to appropriate personnel

-    Assists with research as necessary. Assists in performing administrative responsibilities, such as entering information into databases, producing simple statistical reports, and presentations

-    Assists in compiling materials for presentations and meeting and distributes documents for staff, clients, and vendors

-    Assists in establishing and maintaining filing systems for the storage and retrieval of routine internal/external correspondence, records, reports, and documents

-    Processes correspondence from written, printed, or dictated sources, to include letters, memoranda, records, forms, and reports

-    Assists in the preparation of reports, proposals and other deliverables as requested by management

 

Basic Qualifications

 

-    High school diploma

-    Zero or more years of department assistant experience

-    Experience working with departmental goals, practices and procedures

-    Experience working with grammar rules

-    Attention to detail, and the ability to respond to rapidly changing priorities and deal with multiple demands

-    Communication skills

-    Office equipment skills such as faxing and photocopying (both large and small format copying)

-    Assist with assembling job books

-    Personal computer and business solutions software skills

-    Organizational skills to balance work and prioritize tasks

-    Ability to work in a team environment