Specifications include, but are not limited to: Long Beach Unified School District Facilities Development and Planning Branch seeks a Document Control Manager with a “can-do” attitude with strong organizational skills. You will work with a team of about 60 professionals representing facilities planning, construction, contracts, fiscal, technology, environmental, and program support to execute new construction and modernization programs at over 85 school and district sites. Under general direction, perform a variety of increasingly complex and technical duties related to the District’s facilities planning and construction program; Scope of services to include, but are not limited to: • Establish, maintain and/or suggest improvements to the Document Management System (DMS) for physical and electronic documents. • Oversee and update document control procedures for all Facilities department documents including but not limited to drawings, specifications, plans, procedures, office forms, transmittals, correspondence. • Consult with IT personnel to establish and maintain DMS security and access control policies and procedures. • Establish and maintain records retention policies and procedures for physical and electronic documents. • Organize and archive physical and electronic documents according to records retention policies. • Work with stakeholders from the program and project teams to process program and project documents. Responsibilities include but are not limited to reviewing file naming, converting documents to digital format, organizing physical and electronic files, and coordinating data entry. • Respond to record requests by obtaining documents from Document Control files and coordinating with management and legal staff. • Develop and provide training presentations to department staff on document control procedures. Provide continuous support to users of various skill levels to adequately implement document control practices. • Conduct periodic quality assurance audits on all document files, databases and libraries to ensure consistency and compliance with policies and procedures. • Research and assess various document control software and tools and make recommendations to management as needed.
