Engineering Document Control Specialist

*** All completed applications for this position must be submitted online no later than 5:00 pm, on the closing date of the recruitment. PAPER APPLICATIONS WILL NOT BE ACCEPTED. Please follow all submission instructions to ensure your application is complete. Resumes will not be accepted in lieu of online applications, therefore, it is important for online applications to be completed fully. Late applications will not be accepted beyond the closing time and date for any reason, including any technical issues, such as system, browser, or computer failures, etc. ***

CLASS DEFINITION
In order to provide these services, the Port of Oakland continues to build and maintain maritime, aviation, and commercial real estate infrastructure. The Engineering Division is responsible for designing and constructing various projects throughout the Port. Within Engineering, the Services Section maintains and updates the templates used to solicit professional engineering design work as well as public works construction work. Services assembles these templates together with project specific scopes and specifications, which supports other Engineering Sections. In addition, the Services Section helps develop and document the procedures that Engineering uses to maintain a consistent workflow. Lastly, Services indexes and catalogs all of the projects constructed at the Port.

The Port is currently recruiting for the position of Engineering Document Control Specialist in the Engineering Services Section. Under general direction, the Engineering Document Control Specialist is responsible for a wide range of duties pertaining to the management of hard copy files stored on-site in the Engineering Design and Services Document Control Room, the management of electronic files generated by Engineering personnel and stored in the Port's Document Management System (DMS) electronic library and the posting of electronic project files to the Web-based document publishing system; responsible for the development and maintenance of databases for tracking of public works projects and Engineering Design and Services workflow; assists Division in analyzing its needs relative to the retention, storage, retrieval of records, and other related work as assigned.

Typical duties may include, but are not limited to the following:

• Implements the Port's web publication program for bidding documents.
• Develops procedures for the transfer of digital files to the Document Management System (DMS) library; interfaces with the Port Attorney's office to ensure that Web publication meets legal requirements.
• Develops and documents procedures for digital file management, including web publication of bidding documents and internal distribution via DMS, and hard-copy file management, including handling of security-sensitive bidding documents and management of hard-copy archives store on and off site.
• Updates Engineering Design and Services Department's ISO procedures to incorporate new procedures for document management.
• Converts selected hard copy files to electronic format by scanning them into the DMS electronic library; posts files to Engineering Design and Services' public folders areas of the DMS.
• Develops and maintains the department's Intranet Web pages; creates Acrobat "smart forms" for distribution via the Intranet; posts document files to Intranet web folders, posting links to DMS library document to web pages and implements any needed design changes to web pages.
• Trains and assists department personnel in the use of document management software; prepares end-user system documentation.
• Performs various hard copy and electronic file management tasks pertaining to public works projects; posts public works information, bidding documents and bid results to Web publication site.
• Posts Request for Proposal (RFP) and Request for Qualifications (RFQ) generated by Engineering to the Web.
• Generates comprehensive written documentation of all procedures pertaining to Web publication of project manuals, RFPs and RFQs; trains backup personnel in said procedures as needed.
• Locates and retrieves documents in storage areas of department, as requested; returns retrieved documents to storage.
• Distributes documents in hard copy or digital format.
• Provides information regarding public works projects to contractor community and plan rooms.
• Performs data entry in Engineering Design and Services database and Plan File database.
• May provide lead direction to office support staff; provide back up, as needed, at the front counter.
• Performs other related duties as required.

EDUCATION AND EXPERIENCE

This position requires a combination of education and experience reflecting possession of the required knowledge, skills, and abilities. A typical combination would include possession of an associate's degree in public or business administration, library science or archives, records management or a related field and three years experience performing archival or records management-related work. Records management experience may substitute for the education on a year-for-year basis.
KNOWLEDGE, SKILLS AND ABILITIES

To perform the typical tasks and duties of the position successfully, the knowledge, skills and/or abilities listed below are required.

Knowledge of:

• Principles and practices of records management and control systems
• Principles of relational database development and software.
• Public works bidding process and project specifications.
• File management practices and procedures.
• Principles of web development and Web specific software.
• Modern office methods, practices and procedures.
• Personal computers and appropriate office software.

Ability to:

• Work independently within established guidelines.
• Organize effective procedures of records management activities.
• Provide effective assistance in the management of a complex records management program.
• Prepare a variety of records, reports and forms.
• Handle the storage and retrieval of information in an accurate, consistent and thorough manner.
• Plan and complete projects under general supervision.
• Establish and maintain effective working relationships with those contacted in the performance of duties and to work as a team.
• Direct support staff in the maintenance of records and forms.
• Communicate effectively in oral and written format.
• Exercise tact and diplomacy, using excellent interpersonal skills.
• Establish and maintain effective working relationships with those contacted in the performance of duties.

May be required to possess a valid California Class C driver license at the time and for the duration of appointment.