Document Control Coordinator

Role Details

San Diego International Airport is built upon the vision that every team member has a stake in bringing our “Good Feelings, Nonstop” brand to life for every passenger and fellow employee. Here at the Airport Authority, we love San Diego as much as we love flying, and we see our airport as an extension of the always friendly and sunny city we call home. If you are looking for a team that values each other, does great work, and most importantly, has a lot of fun along the way, we invite you to apply today.

The Airport Design & Construction (ADC) Department is looking for a self-motivated individual with demonstrated administrative support skills in a Document Control Coordinator role. The ideal candidate will provide a range of support for the ADC Department and:

Under general direction, coordinates, implements and maintains departmental records and documents control programs and systems; performs difficult and responsible document management and control duties to ensure effective support for public access, operations and compliance with applicable public records law and regulations; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICSDocument Control Coordinator is responsible for developing, implementing and enhancing departmental document management and control programs, consistent with construction codes and regulations, legal requirements with user friendly processes for maintaining and retrieving information. Coordinates the maintenance and retrieval of hard and digital copies of documents; oversees the retention, storage, maintenance. The incumbent exercises independent judgment and problem-solving skills.Document Control Coordinator is distinguished from other administrative management classes by the incumbent''s specialization in electronic document management and control programs requiring the application of professional principles and concepts in the development of document control programs and systems.

ESSENTIAL DUTIES AND RESPONSIBILITIESThe following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

• Maintains electronic document management system; batches legacy documents and migrates them into the electronic system; conducts document management software and applicable peripheral hardware training for staff; works with staff to troubleshoot and resolve system and software issues; advises on appropriate procedures for preserving, storing, retaining and retrieving documents in accordance with the Authority''s Records and Information Management Program; supports data migration between Authority and department systems; researches, tests and makes recommendations to management on new departmental document management programs.

• Coordinates, implements and maintains document management and control programs, practices and procedures to ensure compliance with internal and professional guidelines, applicable laws and regulations; develops and implements department policies and procedures for document management and control; creates and generates document control forms and reports; serves as liaison between Information Technology department and other departments on document and records management systems; provides information as necessary and responds to public record requests in coordination with the other departments. coordinates systems set up and interface activities; coordinates and assists in the installation and testing of software upgrades and enhancements; performs system and database backups; prepares training materials and handouts; coordinates and conducts training presentations.

• Leads a team of document control staff responsible for the retention and storage of project documents; coordinates and evaluates the performance of assigned subordinate staff; coordinates with department director on performance requirements and personal development targets; monitors performance and provides coaching for performance improvement and development; recommends compensation and other rewards to recognize performance, in accordance with standards and procedures.

• Supports and leads efforts for web advertising of contract solicitations; participates in Request for Proposals for Service Agreements for outside services; may participate in the consultant selection process; assists in the negotiation of contracts; plans, schedules, and provides direction to vendors; assists with reports and budget projections; tracks budget expenses; develops and maintains databases and spreadsheets to track departmental correspondence, material and equipment, and supplies; prepares and processes invoices and bills for Authority vendors.

• Develops, implements and maintains coding and indexing structures for document management programs; organizes, reviews and applies appropriate indexing criteria to documents; recommends additions and revisions to established file category and indexing structures; creates, maintains and updates forms, documents, indexes and databases to track records documentation, maintain document status databases and retrieve records; processes documents and data entry information; stays abreast of new and emerging technologies applicable to the management and control of documents; participates on projects and duties as assigned.

It is the policy of the San Diego County Regional Airport Authority to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, SDCRAA will provide reasonable accommodations for qualified individuals with disabilities.

Required Skills

Knowledge of:

• Principles, practices, methods and techniques of document and records management and control.

• Basic laws, statutes, codes and ordinances applicable to facility construction projects.

• Local, state and federal laws relating to retention requirements for a wide variety of documents.

• Computer and database applications used in document management programs.

• Document management systems and technologies and related processes, equipment and quality standards.

• General record keeping and document management requirements associated with an Airport Authority.

• Principles, practices, methods and techniques of public administration, including budgeting, contracting, purchasing and the maintenance of public records.

• Standard office management practices and procedures.

• Principles and practices of sound business communication.

• Basic principles and practices of project management applicable to engineering and construction projects.

• Principles and practices of effective business communications.

• Principles and practices of effective management and supervision.

• Authority human resources Standards and Procedures and labor contract provisions.

• Basic principles and practices of project management applicable to engineering and construction projects.

Ability to:

• Organize work, set priorities and provide advice and support to meet document management and control needs.

• Analyze document management and control problems, reach sound conclusions and recommend improved policies and procedures.

• Utilize and maintain electronic document management systems and technologies to efficiently store and retrieve documents required for departmental and project operations.

• Exercise sound judgment and initiative within established guidelines.

• Maintain information and generate reports utilizing computer equipment.

• Operate a personal computer with standard business software, including word processing, spreadsheet and database applications, and other standard office equipment.

• Prepare clear, concise and accurate reports and other written materials.

• Communicate effectively orally and in writing; establish and maintain effective working relationships with department managers, staff, vendors and others encountered in the course of work.

Licenses; Certificates; Special Requirements:A valid Class C California driver''s license and the ability to maintain insurability under the Authority''s Vehicle Insurance Program.

PHYSICAL AND MENTAL DEMANDSPersons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.

Required Experience

Education, Training and Experience:

• Graduation from a college or university with a major in business or public administration or a closely related field.

• Three years of increasingly responsible professional experience with the implementation and/or maintenance of an organization's document control system or records management program.

• Or an equivalent combination of training and experience.

The starting hiring salary for this position is $49,244

EEO Statement

It is the policy of the San Diego County Regional Airport Authority to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, SDCRAA will provide reasonable accommodations for qualified individuals with disabilities.

Covid-19 Vaccination Requirement:

As a condition of employment, the selected candidate must provide proof of fully-vaccinated COVID-19 vaccination status prior to their first day of employment unless a medical or religious accommodation is approved by the San Diego County Regional Airport Authority’s Talent, Culture & Capability Department.

Physical & Mental Demands

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.

San Diego County Regional Airport Authority provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.