Document Controller Clerk - San Marcos

POSITION SUMMARY (Quality Control & Material Control)

Responsible for managing company documents while also ensuring their accuracy, quality, and integrity. Help company adhere to record retention policies, safeguard information, and retrieve data more effectively.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Archive inactive records in accordance with the records retention schedule.

• Perform administrative tasks as needed

Quality Control

• Store, manage, and track company documents.

• Scan, image, organize, and maintain documents, adhering to the company’s document lifecycle procedures.

• Control the retrieval of documents.

• Receive and process Requests for Information, or RFIs, from employees or clients and maintain the requests via tracking logs.

• As RFI procedures are updated, create new templates.

• Help project managers develop and maintain documents such as meeting minutes, drawings, specifications, approvals, and related items.

• Responsible for training employees on records management procedures and policies, which include documentation, retention, retrieval, destruction, and disaster recovery.

• Assist with file migrations and audits.

• Prepare spool dossier per approved JI.

• Submit final dossier to customer inspector for review.

• Maintain and verify lots for welders/line class prior to releasing spools for Paint/Shipment.

• Train weld loggers for Xenon data entry and NDE selection.

Engineering

• Compile large volumes of engineering related data into document management systems.

• Store, manage, and track data for a large engineering department.

• Scan, image, organize, and maintain documents.

• Responsible for training employees on records management procedures.

• Familiar with and utilize department standards, procedures, and guidelines.

Material Control

• Store, manage, and track company documents.

• Scan, image, organize, and maintain documents, adhering to the company’s document lifecycle procedures.

• Archive inactive records in accordance with the records retention schedule.

• Control the retention and retrieval of documents with receiving, Project Managers, and client Inspectors.

• Assist with any Receiving functions or Issuing functions such as pick tickets and barcodes.

• Perform administrative tasks as needed.

POSITION QUALIFICATIONS

Competency Statement(s)

• Accountability - Ability to accept responsibility and account for his/her actions.

• Accuracy - Ability to perform work accurately and thoroughly.

• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.

• Detail Oriented - Ability to pay attention to the minute details of a project or task.

• Loyal - The trait of feeling a duty to the employer.

• Organized - Possessing the trait of being organized or following a systematic method of performing a task.

• Reliability - The trait of being dependable and trustworthy.

• Research Skills - Ability to design and conduct a systematic, objective, and critical investigation.

• Responsible - Ability to be held accountable or answerable for one’s conduct.

• Communication, Oral - Ability to communicate effectively with others using the spoken word.

• Communication, Written - Ability to communicate in writing clearly and concisely.

• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.

• Working Under Pressure - Ability to complete assigned tasks under stressful situations.

SKILLS & ABILITIES

Education: High School Diploma or General Education Degree (GED): Preferred

Certifications & Licenses: None specifically required.

Engineering

Experience: 2 years of experience in Document Control for a fabrication shop or engineering firm.

Computer Skills: Microsoft Office

Quality Control

Experience: 1 plus years’ experience

Computer Skills: Microsoft Word/Excel, Xenon Weld Logging, NDE Selection, Report Entry

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs/day)

(Engineering) Physical Demands Lift/Carry

Stand O Walk O Sit C Manually Manipulate F Reach Outward O Reach Above Shoulder O Climb N Crawl N Squat or Kneel O Bend O Grasp F Speak F

10 lbs or less F 11-20 lbs O 21-50 lbs N 51-100 lbs N Over 100 lbs N Push/Pull

12 lbs or less O 13-25 lbs N 26-40 lbs N 41-100 lbs N

(Quality Control) Physical Demands

Stand F Walk F Sit F Manually Manipulate F Reach Outward O Reach Above Shoulder O Climb N Crawl N Squat or Kneel O Bend O Grasp F Speak C

10 lbs or less F 11-20 lbs O 21-50 lbs N 51-100 lbs N Over 100 lbs N Push/Pull

12 lbs or less F 13-25 lbs N 26-40 lbs N 41-100 lbs N

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while

performing the essential functions of this job. Reasonable accommodations may be made to enable individuals

with disabilities to perform the essential functions. The noise level in the work environment is usually

moderate.