Sound Transit · 2 days ago
Senior Document Control Coordinator (term-limted)
Seattle, WA
Full-time
Onsite
Mid, Senior Level
$21.63/hr - $49.51/hr
3+ years expSound Transit is a public transportation agency serving the Seattle metropolitan area, and they are seeking a Senior Document Control Coordinator. The role involves leading document management duties, ensuring documents are retrievable for agency use, and providing support to various projects and departments.
Public TransportationRailroadTransportation
Responsibilities
Leads Document Control function for a specific portion of the projects; administers online document repository system as it relates to the projects; supports Public Disclosure Requests and requests for litigation support from Legal Department; analyzes documentation practices in other departments and agencies; provides guidance or recommendations when requested; prepares documents for off-site storage in accordance with agency requirements; performs document searches on request; updates and distributes controlled department manuals in coordination with the Configuration Coordinator as required
Establishes and maintains various electronic and manual filing systems, schedules, and records; digitizes and stores project records and legacy technical records; files hard copy records; maintains logs and records related to specific area of assignment; provides complete document management services in support of assigned projects and departments
Provides technical guidance and back up support to Document Control Coordinator(s) as needed. Provides document control oversight, support, training and monitoring for active projects. Provides assistance and direction for problem resolution as needed. Participates in project meetings as necessary
Actively participates in the development and implementation of procedures and internal Document Control processes to ensure compliance with requirements affecting retention, dissemination, access, and storage of information specific to assigned area of responsibility. Reviews existing processes, identifies areas for improvement and makes recommendations for implementation; and maintains knowledge of regulatory requirements governing the capture, control, distribution, and retention of project related documents
Provides training to various teams, new users and less experienced staff on document control related procedures, policies, and tools, including SharePoint and related technology, Adobe, and scanning
Assist in establishing, implementing, and updating document control desktop instructions. Provides guidance to other document control staff in desktop-level procedures. Ensures processes, policies and practices are interpreted and applied consistently and effectively across all projects. Monitors the effectiveness of desktop-level procedures, recommends and implements process improvements as required
Serves as Lead Document Control representative for the document control closeout of projects and contracts. Coordinates with assigned Document Control and project teams to collect, index, package, and transfer project records to long-term storage. Perform retention and long-term storage activity in coordination with Agency Records Management
Performs assigned audits to verify compliance with standards and requirements. Reports preliminary audit results and develops the final audit report. Works with each field office in disposition of audit findings or observations. Provides support to other auditors and assists in maintaining the audit schedule, processes and templates. Reviews audit reports submitted by others and provides feedback
Participate in the review of Consultant and Contractor Document Control Plans
Ensures DCC record (file) inventories are accurate and updated in a timely manner
Assists in special assignments including research, analysis, procedural development and implementation, document creation/revisions, and other duties as needed
Provides additional document control and records management support on matters as directed; serves as staff on a variety of committees as requested; prepares and presents reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations
Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency
Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy
It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees
It is the responsibility of all employees to integrate sustainability into everyday business practices
Other duties as assigned
Qualification
Required
Associate's degree in Business Administration, Public Administration, or closely related field
Three years of experience in performing records and document management functions (cataloging and filing) including experience with hard copy and electronic document management systems, records retention, off-site storage and archival processes, configuration management, change control, or quality assurance experience; OR an equivalent combination of education and experience
Pertinent federal, state, and local laws, codes, and regulations including Washington State public disclosure laws and State Records Act
Configuration management and change control principles
Operational characteristics, services, and activities of a records management program
Specialized records management and legal requirements pertaining to public records
Principles, practices, and procedures of leading programs/projects
Principles, practices, and procedures of electronic and hard copy records management, retrieval, storage, and systems
Principles of customer service
Principles of business letter writing and basic report preparation
English usage, spelling, grammar, and punctuation
Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports. Software programs include Microsoft Office 365 Suite, SharePoint, Adobe, and modern browsers
Modern office procedures, methods, and equipment including scanners, multi-functional devices, computers and computer applications such as electronic document management systems, word processing, spreadsheets, and statistical databases
Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public
Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies
Administering and coordinating an efficient records management program and system
Developing and administering document control / records management policies and procedures
Applying appropriate oral and written communication techniques to various individuals
Recording and preparing meeting minutes
Preparing and analyzing complex data and comprehensive reports
Maintaining confidentiality and communicating with tact and diplomacy
Responding to inquiries and in effective oral and written communication
Researching, analyzing, and evaluating new service delivery methods and techniques
Applying project management techniques and principles
Working cooperatively with other departments, Agency officials, and outside agencies
Techniques to work effectively under pressure, meet deadlines, and adjust to changing priorities
Benefits
Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
Long-Term Disability and Life Insurance.
Employee Assistance Program.
Retirement Plans: 401a – 10% of employee contribution with a 12% match by Sound Transit; 457b – up to IRS maximum (employee only contribution).
Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
Parental Leave: 12 weeks of parental leave for new parents.
Pet Insurance.
ORCA Card: All full-time employees will receive an ORCA card at no cost.
Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
Inclusive Reproductive Health Support Services.
Company
Sound Transit
Sound Transit is a public transit agency serving the Seattle metropolitan area.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Juan Higuera
Chief of Staff to CEO
John S. Henry, CPA, CMA, CTP
Chief Financial Officer and Treasurer
Recent News
2025-12-05
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