Documentation Specialist #1056615

Jackson, Michigan Documentation Specialist #1056615
Duties

Electric Distribution Engineering (EDE) Document Management team is responsible to manage our Electrical Engineering Records (ERC) for our Electric Distribution Operations and Engineering team members, which includes management of records during the planning, engineering, execution and close‑out phases of our capital projects in coordination with Engineering and Enterprise Project Management (EPMO) and Engineering groups.

This department also leads our efforts related to drafting support for our Engineering team and managing our Computer Aided Drafting Standards.

This team plays a major part in delivering our capital investment strategy for the Company and maintaining configuration management for our Operations team members.

The Project Document Control - Records Management Administrator will support project document control functions for construction projects as well as support other EDE Document Control activities when applicable. The Project Document Controller main activities will include:

Work closely with engineering personnel, guiding them on our review and record requirements documented in our procedures and job aids.

Process engineering and project records and plant modifications such as drawings, manuals, transmittals, correspondence, and engineering change notices (ECN).

Perform standard routine level tasks and provide support for Projects during design, construction, and close‑out.

Update and maintenance of electronic database used for tracking, transmitting, and distributing documents and vendor submittals.

Report on activities for Daily, Weekly, and Monthly Operating Reviews.

Accurately and in a timely manner request from Document Control / Engineering Record Center (ERC) controlled document numbers per the established numbering conventions. Including critical drawings such as Wiring Diagrams, Site Plans, Site Substation Layouts, Lines Layout, etc. This may also include controlled numbers such as equipment and line numbers.

Assess and audit records for accuracy and completeness, including identification of issues and lead implementation of recommendation and corrective actions for our project/asset records. Assist in the management and updates of our document management procedures.

Provide hard copy and/or electronic documents to projects for construction.

Ensure critical asset documents are issued for record.

Essential Functions

Possess excellent communication and customer service skills

Successfully multi-task and/or switch task quickly while remaining organized

Anticipate and understand the impact of actions/procedures on multiple systems

Demonstrate leadership skills, strong teamwork, and the ability to work independently on assigned complex projects

Use appropriate systems/software/programs such as SAP and Project Wise for internal processes

Manage project milestones, organizing and prioritizing the scheduling of work assignments in response to work tasks

Enjoy working in a team environment

Ability to interact with internal and external parties to receive highly advanced information and data

Possess strong analytical skills

Interact with other internal departments to resolve issues with exceptional communication

Performs responsibilities in a manner that clearly shows effective communication and cooperation that promotes open exchange of information, respect, and professionalism

Interface with engineering, plant personnel and drafters on a regular basis

May require carrying large, rolled prints to various locations in the plants or to projects

Maintains work areas in a clean and orderly manner

Responsibly orders supply of paper and toner for plotters and calls IT for support when needed

Skills

Exemplify safe work practices and follow the Company's compliance standards.

Regular attendance is expected

Required Qualifications

High school Diploma or equivalent

Experience with ProjectWise, Primavera Unifier, CM14, Prolog or other document control software

2- 4 years of experience in records management or similar roles

Additional Skills That May Set You Apart

Experience in clerical, administrative or document control - drawing or construction document control preferably

Experience in database management

Having some coursework or an associate degree with specialization in Information Science

Having some coursework or an associate degree with specialization in Data Processing and Data Processing Technology

Utility, engineering, or construction document control experience

Adobe Pro

Plotter and scanner operations

Work Locations
All co-workers are expected to report to a company location for in‑person work a minimum of 3 days each week as a condition of employment with Monday, Tuesday and Thursday as required in‑person days. In addition, extra days in the office may be needed depending on priority of in‑person work.

The preferred location for this position is the Parnall Office in Jackson, MI. Primarily an office job but may require limited amounts of travel to project sites or other office locations to deliver critical prints that require proper PPE.

Hours and Travel

Office hours will be an eight (8) hour day M-F 7am - 4pm (or approved start and finish times from supervisor).

On occasion there may be a need to work extended shifts or weekends.

There may also be additional travel based on the needs of the EDE Document Control for group meetings when allowed or other needed support.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear.

The employee is frequently required to stand and walk.

The employee is often required to climb or balance and stoop, kneel or crouch. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Duties involve moving materials weighing up to 10 pounds on a regular basis such as large manuals or binders, boxes of plotter paper, copy paper, hard copy prints, rolled prints that can be large drawings, books, laptop computer and other computer equipment and may require moving materials weighing up to 40 pounds.

Benefits

Medical and Dental (FastTek pays majority of the medical program)

Vision

Personal Time Off (PTO) Program

Long Term Disability (100% paid)

Life Insurance (100% paid)

401(k) with immediate vesting and 3% (of salary) dollar-for-dollar match

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