Document Control Specialist

Position Summary

Under the direction of the Document Control Manager, the Document Control Program Analyst supports analytical, documentation, coordination, compliance, and reporting functions within the Document Control Unit. The incumbent assists in maintaining documentation systems; supports workflow consistency; contributes to policy, template, and procedure development; and provides unit-wide support to ensure operational readiness and alignment with document control standards. The position acts as an internal coordination hub, assisting with communication routing, document tracking tools, SharePoint resources, dashboards, and reporting functions. The incumbent works closely with Senior Document Controllers, the Business Analyst, and other team members to maintain accuracy, visibility, and smooth operations across the unit. The incumbent will assist and support the team through procurement, deployment, and adoption of the Authority’s enterprise-wide Document Control System.

Position Responsibilities

• Serve as a central internal coordination support role, maintaining alignment between the Document Control Manager, Senior Document Controllers, the Business Analyst, and other internal partners.

• Assist in preparing internal meeting materials, including summaries, trackers, reports, and reference documents.

• Provide support in maintaining the internal reporting library, communication drafts, and document routing materials.

• Maintain and organize the unit’s internal SharePoint site, tracking tools, logs, templates, desk manuals, and document repositories to ensure information is current, accessible, and version-controlled.

• Assist in updating and maintaining documentation resources, including workflows, forms, templates, and internal SOPs.

• Support the refinement of documentation standards by assisting with updates to metadata requirements, naming conventions, and internal filing structures, adapted from standard document control functions.

• Provide user support for accessing internal resources, reference materials, and document control tools.

• Maintain dashboards, workload trackers, and reporting documentation to support accurate visibility into unit performance and activity.

• Assist in tracking project metrics, milestone progress, and basic KPI reporting to provide insight into workflow health and operational trends.

• Compile and prepare data to support progress updates, performance reporting, newsletters, and leadership communications.

• Assist in maintaining accuracy and consistency of reported metrics by performing data validation and quality checks.

• Assist in developing and updating Visio process maps to document roles, responsibilities, and workflow sequences.

• Support the creation and maintenance of desk manuals, SOPs, guidance documents, and workflow materials to promote consistent application of document control practices.

• Assist with developing job aids, training materials, and internal presentations used for onboarding or training unit staff.

• Contribute to continuous improvement initiatives by identifying opportunities to enhance workflow clarity, reduce inefficiencies, or refine documentation processes.

• Maintain the internal risk register and reporting library, ensuring entries are up-to-date, organized, and accurately reflect identified risks or follow-up actions.

• Assist in reviewing documents and workflows for compliance with document control standards, procedures, metadata requirements, and classification guidance.

• Provide support for audit readiness efforts by helping compile documentation, reconcile records, and prepare required evidence.

• Assist in documenting compliance observations and identifying opportunities for procedural improvements.

• Analyze incoming requests and submittals to help identify workflow impacts, staffing considerations, or operational needs.

• Assist in preparing summaries, briefings, or operational insights based on document trends, workload patterns, or program needs.

• Support project planning and coordination activities by preparing reference documents, updating tracking tools, and assisting in clarifying deliverables or timelines.

• Assist with special assignments, continuous improvement efforts, and internal initiatives as needed to support unit goals.

• Establish and maintain effective working relationships and communications with client staff, project consultants, private contractors, employees, and the public.

Minimum Qualifications

• Bachelor’s degree in Business Administration, Information Management, Public Administration, or related field; or equivalent experience.

• Strong organizational, analytical, and written and verbal communication skills; ability to support workflow coordination, documentation management, and data interpretation.

• Familiarity with document management tools (e.g., SharePoint); proficiency with Microsoft Office; and experience with additional platforms such as Adobe Acrobat, Jira, Confluence or similar is desirable.

• Detail-oriented, proactive, dependable, and able to support multiple concurrent workstreams with accuracy and consistency.

• Proficiency in process mapping tools such as Microsoft Visio or equivalent.

• Experience supporting projects involving document management systems or enterprise data solutions.

• Ability to work collaboratively with technical teams, business users, and consultants.