Document Control Specialist

Description

Primary Purpose of Position:

Manages and controls the lifecycle of documents and records to ensure they are accurate, compliant, and readily accessible. This position is responsible for managing the document control process, the document database, tracking revisions and approvals, and conducting document and records audits.

Key responsibilities include ensuring adherence to internal policies and external regulatory requirements, training staff, and archiving or disposing of obsolete documents and records.

• Essential Functions: 
•  Maintains the document control system, to include management of document creation, review, approval, distribution, and storage.
• Manages documents and records with the document database and electronic filing systems; ensuring documents are organized, accessible, and easily searchable.
• Tracks document revisions and manages approvals; ensures the latest versions are available and include necessary approvals.
• Conducts regular document and records audits; identifies potential issues with document control processes and ensures adherence to standards.
•  Ensures document and records compliance with internal and external regulations.
• rains staff in the document control and records control procedures and best practices.
•  Archives and disposes of obsolete documents and records; ensuring compliance with retention policies and procedures for both physical and digital documents.
• Supports the creation of documentation packages and assists with digitizing documents and records.
•  Other duties as assigned.

Requirements

Preferred Knowledge, Skill and/or Ability to:

• Strong organizational and detail-oriented skills; Essential for managing large volumes of documents/records and ensuring accuracy.
• Good communication skills; Interacts with stakeholders, explains procedures, and resolves issues.
• Knowledge of document management systems; familiarity with software and tools used for document control.
• Understanding of AS9100 documentation requirements and relevant industry standards; knowledge of relevant policies, procedures, and best practices for document control.
• Ability to learn new technologies; Adapting to changes in software and systems as needed.

Preferred Education/Experience:

High School diploma or GED

Any combination of the experience, education, training, and requirements listed herein which provide an equivalent background to perform the work of this position may be considered by management. 

Reporting:

This position reports to the ICE Quality Manager and supports companywide documentation and records.

Working Conditions:

This position includes the ability to perform those activities to complete the essential functions of the job, either with or without reasonable accommodation. The position includes continuous and/or frequent talking, repetitive motions of hand/wrists, hearing and handling. Mental activities performed by the employee in this position includes decision making, interpersonal skills, teamwork, creativity, customer service, mentoring, use of discretion, presentations/teaching, problem analysis, negotiation, and the ability to perform math and to read, write, speak, and understand English. Work is performed primarily while standing. Physical activities may also include walking, stooping, twisting, climbing, balancing, kneeling, bending, crawling, reaching, grasping, fingering, repetitive motions of hands and wrists, sitting, hearing, and lifting/pushing/pulling or carrying objects up to 50 pounds with help. Work is primarily indoors in a manufacturing facility with seasonal hot or cold temperatures. 

The statements contained herein reflect general details as necessary to describe the essential functions of this job, the level of knowledge and skills typically required, and the scope of responsibility, but should not be considered an all-inclusive list of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

ICE is an equal opportunity employer. Per ITAR regulations applicants must provide evidence of US Person status by completing a U.S. Export Control Compliance Verification form. US laws and regulations prohibit the unauthorized export of restricted technology to non-US persons. Once determined, the documentation will be kept on file at ICE.

*This position must meet compliance requirements, a US person is required. US person includes, US citizen, lawful permanent resident, refugee or asylee.

ICE is a substance and tobacco/nicotine free workplace.