Document Controller

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express as well as the PRESTO fare payment system. We are also building new and improved rapid transit including GO Expansion Light Rail Transit routes and major expansions to Torontos subway system to get people where they need to go better faster and easier. Metrolinx is an agency of the Government of Ontario.

At Metrolinx equity diversity and inclusion are essential to living our values of serving with passion thinking forward and playing as a team.

Our Bus Fleet Maintenance Programs Office is seeking for a Document Controller to manage and administer the departmental records management system maintain electronic and hardcopy filing systems monitor verify and audit data integrity access security and archives.

What will I be doing

• Monitors office schedules for the internal distribution of documents and arranges for printing
• Administers document management system (e.g. sets up users establishes security rights and maintains security of documents according to established security policies and procedures)
• Establishes workflows and monitors documents throughout review processes
• Reviews documents and confirms approvals for official documents prior to finalizing printing and mass distribution arrangements
• Creates distribution lists and tracks number of copies required
• Packages and prepares mailings for internal and external disbursement
• Performs routine data quality controls and catalogues and indexes information for easy retrieval
• Extracts relevant information from technical documents including drawings (e.g. drawing number version number status document type version and changes since previous sub)
• Tracks and monitors day-to-day document control activities to organize and align information with established policies procedures and project requirements and to ensure that project information is accurate controlled transmitted and archived for optimal tracking and retrieval
• Collaborates with management and project teams to review and improve the Document Control system and recommends process improvements to meet client requirements
• Acts as a point of contact between the department and internal stakeholders; prepares training materials and arranges and delivers training sessions to project teams and in one-on-one training sessions
• Communicates effectively with managers to provide ongoing work status updates
• Assists end users with document search requests
• Reviews documents for compliance with established policies and procedures and reports feedback to management; may act as a gatekeeper to decline submittals that do not meet required criteria
• Performs internal document control audits to ensure policy process and quality compliance
• Identifies recommends and implements new and revised document control processes policies and procedures
  Forwards all correspondence regarding financial matters to appropriate personnel
• Advises other employees on topics related to the incumbents area of expertise but does not guide employees in their day-to day activities

What Skills and Qualifications Do I Need

• Completion of a diploma in a related discipline or a combination of education training and experience deemed equivalent
• Demonstrated years of experience with document management and control
• Organizational and coordination skills to establish and monitor compliance with document management and control policies and processes
• MS Office Suite (Outlook Word Excel PowerPoint SharePoint etc.) Adobe Acrobat Professional and database administration experience to review and manage document control processes
• Interpersonal and oral/written/presentation communication skills to review and edit documents for compliance with document control policies and processes act as a point of contact between the department and internal stakeholders and develop and deliver training.

Dont Meet Every Requirement

If youre excited about working with Metrolinx but your past experience doesnt quite align with every qualification of this posting we encourage you to apply. You just might be the right candidate for this or other roles. We are always looking for great talent to join our team.

We invite all interested individuals to apply and encourage applications from members of equity-deserving communities including those who identify as Indigenous Black racialized women people with disabilities and people with diverse gender identities expressions and sexual orientations.

Accommodation:

We value the unique skills and experiences each person brings to Metrolinx and are committed to creating and maintaining an inclusive and accessible environment. We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act so if you require accommodation during the hiring process please let our Recruitment team know by contacting us at: or email @.

Application Process:

All applicants must be legally entitled to work in Canada. Metrolinx will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time-sensitive correspondence we recommend that you check your email regularly. If no response is received we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate.

For Internal applicants with the recent implementation of the Internal Mobility Policy the internal recruitment process has changed for non-union roles. Candidates must be in their current role for 12 months prior to applying for another role and each applicant must be in good standing (not participating in a Performance Improvement Plan). Please review all provisions of the policybefore submitting your application.

Should it be determined that any background information provided is misleading inaccurate or incorrect Metrolinx reserves the right to discontinue with the consideration of your application.

We thank all applicants for their interest however only those selected for further consideration will be contacted.

WE ARE AN EQUITABLE AND INCLUSIVE EMPLOYER.

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