Job description
Your success is a train ride away!
As we move America’s workforce toward the future, Amtrak connects businesses and communities across the country. We employ more than 20,000 diverse, energetic professionals in a variety of career fields throughout the United States. The safety of our passengers, our employees, the public and our operating environment is our priority, and the success of our railroad is due to our employees.
Are you ready to join our team?
Our values of ‘Do the Right Thing, Excel Together and Put Customers First’ are at the heart of what matters most to us, and our Core Capabilities, ‘Building Trust, Accountability, Effective Communication, Customer Focus, and Proactive Safety & Security’ are what every employee needs to know and do to be most impactful at Amtrak. By living the Amtrak values, focusing on our capabilities, and actively embracing and fostering diverse ideas, backgrounds, and perspectives, together we will honor our past and make Amtrak a company of the future.
SUMMARY OF DUTIES:
The Document Control Specialist position will perform specialized duties associated with maintaining and achieving vital construction records and documents. This position assists the Subject Matter Expert (SME) with digitization, revision, retention, and disposition of railroad-related design documentation and records for Amtrak system wide. The Design Controls Archives team is part of the Planning and Engineering Support group under Capital Delivery.
In addition, the Document Control Specialist is also responsible for the following:
- Working independently and collaboratively with stakeholders, Subject Matter Experts, design specialists and Project Managers to ensure accurate information is processed properly and in a timely manner.
- Performing extensive research of archived construction drawings, correspondence, and reports to provide solutions to requests for information within required timelines.
- Collecting, categorizing, indexing, and archiving Construction Project Close-Outs.
- Ensuring all digitized and physical documents and equipment housed within the Archives are maintained according to strict preservation guidelines.
ESSENTIAL FUNCTIONS:
The Document Control Specialist in the Design Controls Archives team is responsible for the following:
- Ensuring archived or archivable construction documents are managed in accordance with all corporate and departmental document control guidelines and record retention policies.
- Processing Project Close-out documentation and records in conjunction with the designated document owners.
- Providing subject matter expertise, technical training, and operational support to interdepartmental stakeholders to ensure that archived documents adhere to and are maintained in accordance with the department's established standards and practices.
- Utilizing ApplicationXtender and MasterWorks to manage documentation according to Document Management policies.
- Maintaining archived documentation to ensure data adheres to current and future data indexing style guides.
- Learning and understanding new tasks in a fast-paced environment with frequently changing priorities.
- Preparing, scanning, and indexing original, large format historical documents and revieing newly digitized documents for clarity and accuracy.
- Supporting Document Management Team leadership as needed.
MINIMUM QUALIFICATIONS:
- Bachelor’s degree in related field.
- In lieu of education, a minimum of 4 years of relevant work experience, or equivalent combination of education, training, and work experience is needed.
- Detail-oriented preferably with knowledge of document management processes.
- Self-starter with project management skills, constructive problem-solving skills, organizational skills, and ability to work independently.
- Working knowledge of Microsoft Word, Excel, and other Microsoft Office 360/365 products.
- Quickly understands and uses processes, technologies and ideas that are continually being updated.
- Ability to work under time constraints and with essential deadlines.
- Familiarity with construction design documents.
- Must possess strong interpersonal skills and be a team player.
- Ability to multi-task and prioritize heavy workloads.
- Good written, organizational, and oral communication skills.
- Ability to analyze, proofread, and manage all aspects of corporate, departmental, and localized information.
- Flexibility to work extended hours if required.
PREFERRED QUALIFICATIONS:
- 2+ years of relevant experience
- Familiar with digital and physical document archiving processes, document control, and the utilization of electronic systems for document management, as well as corporate procedures related to document management and retention.
- Familiar with various data management business systems including Work Management, Business Operations, and/or Training.
- Basic understanding of railroad infrastructure and/or terminology.
- Some experience working with agreement-governed employees, labor union representatives, and/or timekeeping systems.
WORK ENVIRONMENT:
- Primarily main-office environment.
- Railroad right-of-way and/or project site visits may be required occasionally for short durations, based on department and/or specific project need.
COMMUNICATIONS AND INTERPERSONAL SKILLS:
Must have excellent oral and written communication skills.
The salary/hourly range is $58,160-$75,380. Pay is based on several factors including but not limited to education, work experience, certifications, etc. Depending on an employee’s assigned worksite or location, Amtrak may consider a geo-pay differential to be applied to the employee’s base salary. Amtrak may offer additional incentive and pay programs to recognize and reward our employees, including a short-term incentive bonus based upon factors such as individual and company performance that is commensurate with the level of the position and/or long-term incentive plan compensation. In addition to your salary, Amtrak offers a comprehensive benefit package that includes health, dental, and vision plans; health savings accounts; wellness programs; flexible spending accounts; 401K retirement plan with employer match; life insurance; short and long term disability insurance; paid time off; back-up care; adoption assistance; surrogacy assistance; reimbursement of education expenses; Public Service Loan Forgiveness eligibility; Railroad Retirement sickness and retirement benefits; and rail pass privileges. Learn more about our benefits offerings here.
Requisition ID:158371
Posting Location(s):Pennsylvania; Delaware; Maryland; New Jersey; New York
Job Family/Function:Engineering
Relocation Offered:Yes
Travel Requirements:Up to 25%
Amtrak employees power our progress through their performance.
We want your work at Amtrak to be more than a job – we want it to be a fulfilling experience where you find challenging and rewarding opportunities, respect among colleagues, competitive pay, benefits that protect you and your family and a high performance culture that recognizes and values your contributions and helps you reach your career goals.
All positions require pre-employment background check verification, a pre-employment drug screen and proof of full vaccination against COVID -19. Amtrak is committed to a safe workplace free of drugs and alcohol and performs pre-employment substance abuse testing. Marijuana, notwithstanding any statute, ordinance, regulation, or other law that legalizes or decriminalizes the use or possession of marijuana, whether for medical, recreational, or other use. Candidates who engage in the usage of marijuana will not be qualified for hire. Successful applicants for employment with Amtrak must be fully vaccinated against COVID-19 by the date of hire as a condition of employment, subject to requests for accommodation. Fully vaccinated means 14 days have elapsed since receiving the second dose of the Pfizer or Moderna vaccine or 14 days since receiving the Johnson & Johnson vaccine.
In accordance with DOT regulations (49 CFR § 40.25), Amtrak is required to obtain prior drug and alcohol testing records for applicants/employees intending to perform safety-sensitive duties for covered Department of Transportation positions. If an applicant/employee refuses to provide written consent for Amtrak to obtain these records, the individual will not be permitted to perform safety-sensitive functions.
In accordance with federal law governing security checks of covered individuals for public transportation ( Title 6 U.S.C. § 1143), Amtrak is required to screen applicants for any permanent or interim disqualifying criminal offenses.
Note that any education requirement listed above may be deemed satisfied if you have an equivalent combination of education, training and experience.
Amtrak is an EOE/Affirmative Action Minority/Female employer, and we welcome all to apply. We consider candidates regardless of race/color, religion, sex (including pregnancy, childbirth and related conditions), national origin/ethnicity, age, disability (intellectual, mental and physical), veteran status, marital status, ancestry, sexual orientation, gender identity and gender expression, genetic information, citizenship or any other personal characteristics protected by law.
POSTING NOTES: Engineering || Engineering & Mechanical
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