Document Control Specialist
Requisition ID: 17833
Department: Transit Services Dept.
Service: Rail Construction Program Service
Branch: Rail Infrastructure Branch
Employment Type: 1 Full-time Temporary - Up to 2 years
Work Hours: 35.00 hours per week
Affiliation: CUPE 503 Inside/Outside
Salary Information: $66,686.62 - $78,027.04 annually (2024 rates of pay)
Location: Gillin Building,141 Laurier Avenue
City: Ottawa, ON
Job Category: Transit Services - OC Transpo
Application Close: 06/06/2025
JOB SUMMARY
The Light Rail Projects Unit is responsible for planning and managing the projects, programs and services in support of the Rail Construction Program, Project Quality Assurance (construction protocols and methods, monitoring and testing, issue resolution), and Contract Management Support (agreements, compliance, enforcement and coordination).
You are responsible for day-to-day document control support for the Stage 2 Rail Construction Program. You serve as the single point of contact for document submissions, undertake preliminary document reviews as part of quality assurance, work within various electronic document management systems (EDMS) to ensure accurate documentation is provided to manufacturing, engineering, construction, and operations; confer with document originators and engineering liaison personnel to resolve discrepancies; and work with stakeholders from Engineering, Construction and Operations teams to develop and implement document control procedures.
EDUCATION AND EXPERIENCE
Completion of 3 year community college diploma in Business Administration
Information and Records Management Certificate is desirable
Civil Engineering Technology diploma is desirable
Minimum of 5 years of experience in document control management in an engineering, procurement, and/or
construction environment
KNOWLEDGE
- Demonstrated knowledge of Document Control Systems on large transit, or multi-discipline projects
- Effective document control procedures
- Industry best practices
- Engineering design standards
- Project management and contract management principles and practices
- Microsoft Office Suite (Word, Excel, Access, SharePoint), Adobe Acrobat Professional, and other electronic database systems
- Knowledge of applicable health and safety legislation, including the rights and duties of workers.
COMPETENCIES, SKILLS AND ABILITIES
- Read and understand technical engineering drawings
- Work well in a team and independently
- Multi-task, and meet deadlines
- Coordinate and prioritize work requests
- Proactively problem solve and strategize, as well as implement solutions
- Create or contribute to Document Control procedures
- Excellent written and verbal communication skills
- Good interpersonal skills
- Demonstrated competency working in various EDMSs
- Strong computer skills and the ability to learn new applications
WHAT YOU NEED TO KNOW
- Language Requirement: English oral, reading, writing
- You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.
- Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
- Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.
We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.
The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.
Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.
The City of Ottawa provides accommodation to applicants during all parts of the hiring process, upon request. If contacted to proceed to the selection process, please advise us if you require any accommodation.
Accessible formats and communication supports are available upon request. Please contact the Employee Service Centre at 613-580-2424 extension 12211 or via email at esc-cse@ottawa.ca.