Document Control Specialist

Job Description

REQUIREMENTS

• AA or AS degree in a business-related course of work.
• Minimum 3-5 years of administrative experience.
• Proficient in all Microsoft Software.
• Able to type 50-60 WPM accurately and able to take dictation.
• Ability to apply common sense understanding to carry out details written or verbally instructed.
• Excellent organizational skills, time management skills, and attention to detail, including anticipating needs and being proactive.
• Ability to work overtime if needed.
• Experience in SharePoint.
• Bilingual: English and Spanish.

RESPONSIBILITES

• Creates monthly expense reports – Credit Card(s) & Petty Cash. Also creates check requests for invoices when needed.
• Reconciles monthly reports.
• Organizes and maintains electronic filing system(s).
• Creates custom reports and presentations in Microsoft Word, Excel, and PowerPoint.
• Prepares timely agendas and minutes.
• Coordinates travel – hotel, car rental, and reservations itineraries.
• Answers phone calls & takes messages.
• Ability to secure and create strong working relationships with vendors.
• Answers routine questions and/or follows through on routine requests.
• Dictation and final documentation preparation.
• Ensure routine work items such as (daily, weekly, or monthly data reports) are received. Follow up and expedite late items.
• Miscellaneous support to project/department staff as required.
• Perform additional assignments per Supervisor’s direction.
• Responsible for compiling and updating all branded documents.
• Maintain physical & electronic document files to ensure that controlled documents cannot be changed without review & approval & to administer quality system processes that produce records based on controlled forms.
• Assist in the administration of the document control process, including document change control, file maintenance & maintenance of SOP-controlled hard copies.
• Process approved documents & ensure proper archiving of obsolete documents.
• Record keeping & quality assurance activities.
• Assist in writing and revision-controlled documents.
• Track complaints, nonconformity reports and corrective & preventative actions to closure in accordance with SOPs.
• Assist in the editing of [basic] graphic elements (i.e. logo)
• Identify training requirements resulting from release & revision of controlled documents.
• Update all databases (i.e., Excel, Access, ACT)

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