Document Controller / Business Analyst

Job Description

The Document Controller Business Analyst (1 of 3) is responsible for supporting the development, management, and maintenance of documents and records across the Authority, ensuring the ongoing compliance, success and integrity of the Document Control System (DCS). This role supports the Authority by ensuring the timely, accurate, and efficient handling of all project documentation and data, aligning with quality standards and project-specific procedures. The Program Document Controller plays a critical role in version control, traceability, and the integrity of controlled documents throughout the project lifecycle. Additionally, the incumbent assists in developing and maintaining DCS-related policies, procedures, and training materials, ensures seamless integration with other document management systems, and trains state personnel to use the DCS in alignment with organizational goals effectively. This position is vital to ensuring document control operations are consistent, efficient, and compliant with regulatory and program requirements.

Position Responsibilities

• Establish and maintain document control systems and workflows for document submissions, approvals, and distribution
• Assist with the initial setup and configuration of the DCS, including defining project requirements, selecting the appropriate platform, designing folder structures and metadata, developing naming conventions, configuring automated workflows, and establishing user roles and permissions to ensure a structured, secure, and efficient document management environment.
• Receive and log incoming documents from contractors, consultants, and internal teams into the DCS, ensuring all metadata, such as title, number, revision, discipline, and originator, is accurate and complete
• Maintain master copies of all project-related documents, maintain version control, track revisions, and ensure correct formatting and naming conventions for technical and project documents
• Collaborate with client staff, contractors, consultants, internal stakeholders and the public to ensure timely submission and retrieval of required documentations
• Ensure compliance with document control standards, QA/QC protocols, and regulatory requirements
• Provide training and support to team members on document control processes and tools to utilize the Document Control System (DCS) successfully
• Generate reports on document statuses, tracking submittal turnaround times, escalating review bottlenecks, and maintaining dashboards or trackers

• Research, review, and analyze the effectiveness and efficiency of existing processes and develop strategies for enhancing or further leveraging these processes

• Assist in the development of standardized policies, procedures, templates, and tools for consistent document control practices
• Ensure all documents are audit-ready and compliant with project standards

• Assist with document control training activities, including but not limited to onboarding new staff, providing user support, leading system-specific micro-training, etc.

• Assist and ensure compliance with the Authority’s ISO 9001:2015 certification, audits, and recertifications; ensure compliance with contractual, legal, and regulatory standards (e.g., ISO 9001, FHWA, FTA), and support conducting audits to verify document traceability and version control

• Monitor document retention schedules and support legal holds, FOIA/public records requests, and third-party audit responses

• Other related duties may be assigned

Basic Job Requirements

• Accredited four (4) year degree or global equivalent in applicable field of study and eleven (11) years of work-related experience or a combination of education and directly related experience equal to fifteen (15) years if non-degreed

Other Job Requirements

• At least Six (6) years of experience in Document Control, Records Management, Compliance, or relevant experience out of 10 years required with a degree; or, at lest 10 years of work experience in Document Control, Record Management, Compliance if non-degreed
• Demonstrated proficiency document control and records management systems
• Working knowledge of office administration
• Proficiency with Microsoft Office Suite
• Strong organizational, analytical, written, and verbal communication skills
• Ability to work effectively both independently and as part of a multidisciplinary team

Preferred Qualifications

• Project related experience in the engineering, procurement, fabrication, and construction (EPFC) industry