Document Controller

At PGE, our work involves dreaming about, planning for, and realizing a smarter, cleaner, more enduring Oregon neighborhood. Its core to our DNA and we haven’t stopped since we started in 1888. We energize lives, strengthen communities and drive advancements in energy that promote social, economic and environmental progress. We’re always on the lookout for people passionate about leading and being a part of teams that are advancing innovative clean energy solutions that are also affordable and accessible to all. Summary The Document Controller supports the management of company documents and ensures the accuracy, quality and integrity. They ensure that the electronic drawing management system is accurate, that drawings are viewable, and the drawing life-cycle states are correct. Document Controllers process detailed construction packages and distributes drawings. They ensure adherence of record retention policies and safeguards information to follow all applicable laws, rules and regulations relating to records management; participates with records management professionals in providing technical support and guidance to ensure they comply with Records Information Management (RIM) best practices and obligations under this policy. This is position reports to our Engineering Support Services team which consists of 18 individuals with a variety of roles supporting engineering. Roles supporting engineering includes records management and document control, technical writing, procurement, admin, and operations analysts. Our ideal candidate will have effective communication, collaboration, and consulting skills. They will be thorough, detailed-oriented, possess working experience with computers to organize and distribute documents, and they work well under pressure with tight deadlines. Responsibilities Document Control Supports the management of company documents and ensures the accuracy, quality, and integrity. Supports the adherence of record retention policies and safeguards information to follow rules and regulations of the Oregon Public Utility Commission, the Federal Energy Regulatory Commission and all other applicable laws, rules and regulations relating to records management; participates with records management professionals in providing technical support and guidance to ensure they comply with RIM best practices and obligations under this policy. Document Management System Ensures the electronic drawing management system is accurate and that drawings are viewable and drawing life-cycle states are correct; maintains the as-built database, ensuring effective scanning, tracking and processing of documents; determines when data or file is corrupted and investigates, resolves and partners with drafters, designers and/or engineers to correct errors; updates the operating one-line index; prepares operating one lines for issue; provides basic-level training and instructions on document management system to cross-functional groups. Drawing Distribution Ensures accuracy of drawing distribution matrix (e.g., drawing size, number of copies); provides accurate and timely drawing distribution for construction projects and as-built updates; distributes vendor review drawings to appropriate designers and engineers. As-Built Drawings Documents as-builts received from designers, engineers and field crews; processes and distributes as-built packages; confirms completeness of as-built packages; creates and distributes transmittals for as-builts and drawing issues; identifies drawing data discrepancies (e.g., revision number, drawing number, sign off and image accuracy) and ensures corrections are made. Construction Packages Processes detailed construction packages and ensures the drawing data contents are complete and drawing status is updated; timely issues and distributes packages to meet critical construction or outage schedules. Design Documentation Ensures technical specifications and operating manuals are processed and distributed according to procedures; posts electronic versions on eRecords. Ensures List of Materials and List of Nameplates are maintained in systems used in department to assist designers, engineers and field crews with identification of installed equipment; updates construction, maintenance and operations documents, database and SharePoint sites to ensure availability of critical information; creates, edits and maintains department procedures and work instructions within area of control. Document Scanning Accurately processes, scans, categorizes, and archives files in accordance with established procedures; operates scanning equipment, producing a quality product and within required timeframes; inspects all jobs for scan quality to prevent or eliminate defects or mistakes; indexes and files all electronic documents into the electronic records system. Training Support Supports records management professionals by participating in developing and providing training and support to staff members to ensure business unit remains in compliance with operating policies and procedures; participates in assessing the need for and training employees on how to use corporate records management systems, including documentation, retention, and retrieval. Project Support Provides technical support to records management professionals for complex projects and studies to meet stakeholder needs, improve compliance or improve processes of the RIM program; participates in meetings with department managers and site representatives to review potential operational changes and related record needs; documents and reports on discussions on process improvements based on industry best practices and on project plans/progress, program status, issues, and recommendations Qualifications: Required: High school diploma or equivalent. Preferred: Five or more years in document control, records management, or related field. Essential Functions Competencies (Knowledge, Skills, Abilities) Intermediate knowledge of electronic document management system (e.g., eRecords, Autodesk Vault) and relational software applications (i.e., database and reports) Basic knowledge of engineering drawing types (i.e., isometrics, one-lines and electrical schematics) related to substations Basic knowledge of interpreting electrical, mechanical and civil drawings to identify drawing data discrepancies Intermediate knowledge of drawing life cycle and moving to published status Intermediate computer skills using Microsoft Suite (Excel, Word, Access and Outlook), database, eRecords, SharePoint and Autodesk Vault Working knowledge of records management laws, regulations, policy and procedures Intermediate analytical thinking skills Intermediate diplomacy skills Intermediate organization and prioritization skills Intermediate presentation and facilitation skills Intermediate problem-solving skills Intermediate written and oral communication skills Schedule/Attendance Ability to adhere to pre-established schedule, including start/stop time and break/lunch schedule Ability to work long hours Ability to work a variable schedule Ability to report to work and perform work during periods of severe inclement weather Ability to consistently meet attendance standards for regular, reliable, predictable, full-time attendance Physical Capabilities Driving/travel/commute: Daily within service territory. Overnight inside/outside service territory-Occasionally (one to two times a month or less). Computer use (use computer regularly for entire work shift) Lifting/pushing/pulling Up to 50 lbs. Environment - Indoor/Outdoor Office: PGE supports hybrid flexible work arrangements; and will have a combination of in-the-office and working offsite however, these arrangements may need to change due to business needs or changes in responsibility. Field Environment (occasionally) Plant Environment (occasionally) #LI-CS1 Join us today and power your potential! Assisting with storms or other Company emergencies is a part of all positions at Portland General Electric. PGE believes in rewarding dedicated performance. We provide a total compensation package that is designed to reward your contributions to the company, and, at the same time, support your well-being and professional development, both now and into the future. PGE is committed to diversity and inclusion in the workplace and is an equal opportunity employer. PGE will not discriminate against any employee or applicant for employment based on race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, protected veteran status, or other characteristics protected by law. PGE does not discriminate on the basis of disability. We recognize individuals have a variety of abilities to offer and we believe there is much to value and celebrate by incorporating different abilities into the work we do. One very important way we live this out is in our application and interview process. We work hard to support individuals who may need an accommodation to fully participate in these processes. If you feel you may need an accommodation, or would like to request one, please notify the Talent Acquisition Specialist (Recruiter) associated with the job posting. You may also make this request by contacting talentacquisition@pgn.com or by calling 503-464-7250. The Recruiter will provide information and next steps for the accommodation process. Our Diversity, Equity & Inclusion (DEI) team is also available for support. You can contact them at dei@pgn.com. To be considered for this position, please complete the following employment application by the posting close date. Posting closes at midnight (Pacific Time) on the closing date below. If no date is listed, job is open until filled. August 21, 2022