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D'Leon Consulting Engineers · 1 day ago

Document Control Specialist

Sacramento, CA

Full-time

Onsite

New Grad, Entry Level

D'Leon Consulting Engineers is seeking a Document Control Specialist to support analytical, documentation, coordination, compliance, and reporting functions within the Document Control Unit. The role involves maintaining documentation systems, supporting workflow consistency, and assisting with communication routing and document tracking tools.

Civil EngineeringConstructionProject Management

Hiring Manager

Kimberly Wong

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

Qualification

Document management toolsMicrosoft OfficeProcess mappingAnalytical skillsProactiveCommunication skillsOrganizational skillsDetail-orientedCollaboration

Required

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

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

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

Preferred

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

Proficiency in process mapping tools such as Microsoft Visio or equivalent

Experience supporting projects involving document management systems or enterprise data solutions