Document Controls Specialist – Construction

Salary:  $21.88 – $32.84 per hour


Location:  Fort Worth, TX


Position Summary:

The Document Controls Specialist – Construction will apply standard document management and control procedures for design and construction documentation.  This includes, but is not limited, to scanning, reporting, filing, version management, metadata, coordinating records storage, responding to records requests, and assisting with the entry of records into the Electronic Document Management System (EDMS).


Essential Functions and Responsibilities:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.

  • Work with the project team to provide document controls for design and construction of a large-scale, multi-year, multi-stakeholder infrastructure project
  • Perform all document control tasks including, but not limited to, document archiving, distribution, version controls, project submittal and deliverable log tracking and other project logs as necessary
  • Develop and maintain project distribution matrix with support from the project team
  • Maintain project filing index through the project life cycle
  • Work daily with Projnet, Maximo and SharePoint as the applications used for the project’s document controls
  • Maintain Project Document Controls System with support from application experts
  • Issue project submittal and RFI status log
  • Ensure project and contract record file is complete before closeout (including but not limited to, design, as-builts, etc.)
  • Responsible for records storage areas; typical tasks include pulling files from hardcopy storage as requested, checking files out to staff, re-filing records, interfiling, updating inventories, and creating and labeling files as necessary
  • Periodically assist staff with moving hardcopy records into the records storage areas; typical tasks include labeling boxes, moving boxes, organizing files and adding files into inventories
  • Responsible for following quality control processes to ensure the integrity of documents, electronic images and associated metadata
  • Respond to specific requests in searching, locating, retrieving and delivering information in either electronic or hard-copy format in a timely manner
  • Follows up with department staff on checked-out records to maintain accurate circulation information.
  • Proactive in keeping records storage areas clean and neat
  • Maintain the highest level of confidently and integrity when handling records or information
  • Receive, sort and scan department documents with accuracy and meticulous attention to detail
  • Prepare new documents with the EDMS by applying all basic metadata
  • Participate with the design and construction project team in meetings as needed
  • Communicate and review processes and issues with departmental staff that could affect program compliance and performance
  • Assist with disposition of obsolete records
  • Maintain familiarity with strategic District levels of service
  • Continuous improvement monitoring and innovation efforts
  • Perform other duties as required


Required Experience:

  • Three (3) or more years of experience with records management or document controls, preferably in Construction or similar field
  • Experience with scanning, digitizing, and document conversion
  • Proficiency in MS Windows/MS Office Suite applications
  • Solid work ethic, attention to detail, initiative, and resourcefulness
  • Excellent verbal and written communication skills


Desired Experience:

  • Experience using SharePoint
  • Experience using Projnet
  • Experience using Maximo
  • Background in civil design or construction


Required Education/Certification/License:

  • High School Diploma or GED
  • Valid Texas driver’s license


Desired Education/Certification/License:      

  • Associate’s degree from an accredited university in related field


Success Factors/Job Competencies:

  • Dependability – reliable in attendance, punctuality and trustworthy in word and action
  • Detail oriented – conscious effort to focus on impactful specifics
  • Organization – plans, implements and follows up on multiple projects and reports
  • Initiative – identifies problems, recommends solutions and implements new processes
  • Time Management – prioritizes tasks as needed to complete on time
  • Comprehension – understands information verbally and in written form
  • Writing – compose e-mails, letters, etc. using correct spelling and grammar
  • Communication – uses verbal and written tools effectively
  • Support – maintains a strong customer service ethic in all interactions
  • Planning – ability to think ahead and plan
  • Prioritization — organizes and manages multiple priorities
  • Ability to work independently and as part of a team
  • Maintain a high degree of tact, discretion, diplomacy, and people skills with a demonstrated ability to interact effectively with all levels of the District
  • Meeting deadlines and performing tasks efficiently; and developing and completing assignments with minimal supervision


Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical demands: While performing duties of job, employee is occasionally required to stand, walk, sit, and use hand to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, talk or hear.  Employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Work environment: While performing the duties of this job, the employee typically resides within an office or cubicle and may have occasional field work that will expose the employee to weather conditions prevalent at the time.