JOB TheProgram Management Document Control Analyst position reports to theRecords Manager andis responsible forproviding document control support toEngineering,Capitaland Modernization (ECM) Division. This includes overseeing records retention, cataloging, Electronic Document Records Management System (EDRMS) administration, and project document control for allCapitalProjectsfor the Peninsula Corridor Joint Powers Board (JPB). EXAMPLE OF DUTIES

• Provide document controlexpertiseand project support to Caltrain’sECM division, covering operational systems, construction and capital projects, and federal and local regulatory compliance.
• Integrate with projectdeliveryteams asaDocument Controls subject matter expert and resource to ensure required document control through the project lifecycle from beginning to closeout, closelyloggingand tracking submittals, responses, and all otherappropriate records.
• Provide continuous analysis of document control processes and tools while seeking opportunities to refine, streamline, and promote efficiency and effectiveness.
• Ensure standardization across all departments relatingtoversion control, file structure, and records retention.
• Manage the use of the EDRMS through retrieving records, managing permissions, creating workflows, and training users.
• Review inventory and catalog existingraildepartment records, files, documents and drawings, using set procedures and standards.
• Develop and document guidelines, project document control procedures; collaborate with O&M, ROW maintenance,train project and field document control to ensure that all documentation is being retained in the EDRMS, as required by procedure and retention rules, in a timely manner after the project progresses to another phase.

Examples of Essential Duties:

• Set up andmaintainProject Document Control directories in the JPB Document Control database and support Field Office Project Document Control activities.
• EstablishCapital Project document filing index and breakdown structurethatis tailoredto specific Projects.
• Support andmaintainCapital Project Contract DeliverablesRequirement List (CDRL)
• EstablishProject submittal and deliverable review distribution matrix
• ProduceProject submittal and deliverable status dashboard for Project Mangers
• Evaluateboth paper and electronicmaterials for retention and catalog and send off site or digitize as needed.
• Consult and work with district personnel on records management and retention related policies, and any related IT matters.
• Provide general document organization and retention advice to the Construction & Design Department
• Provide guidance to Document Control personnel whoare responsible foraccurately receiving,logging,recording, filing, tracking,and retrieving onall project documents, such ascorrespondence, engineering drawings, CAD files, schedules, agreements, contractor invoices,blueprintsand manuals, etc.
• Administer the EDRMS and any related software by creating andmonitoringpermissions, creating document types,document type groups, and custom queries, and setting retentionrulesas necessary.
• Work directly with the Engineering Department tomaintainand manage both electronic and hard copy files of design and construction record drawings.
• Work with employees, legal, andIT, tosearch through records to answer California Public Record Act Requests (CPRA) as needed.
• Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures to reduce oreliminateaccidents.
• Perform other duties as assigned.