Document Control Manager Quality, Compliance, and Oversight

At the MBTA we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe reliable and accessible transportation. MBTAs core values are built around safety service equity sustainability culture and accessibility and each employee that works for the MBTA performs their roles based on our vision mission and includes attendance participation and contribution in local safety committee meetings as needed.

The Document Control Manager supports the MBTAs document control function by implementing maintaining and improving document control processes within assigned projects departments or functional areas. This role ensures compliance with established document control standards and procedures manages project-specific document control activities and supports continuous improvement across the Document Control workstream. The position works collaboratively with project teams departmental stakeholders and Document Control leadership to ensure high-quality accurate and well-maintained records.

• Perform document and record control operations according to established policies processes and procedures to ensure compliance with regulatory and Authority requirements.
• Follow established permission protocols for the access storage backup maintenance reproduction protection and disposal of all documents.
• Lead the planning and delivery of assigned Document Control projects and deliverables with responsibility for schedule quality risk and overall performance.
• Monitor project progress resolve issues and dependencies and escalate risks that may affect successful delivery.
• Promote collaboration across assigned project teams stakeholders and functional departments in support of transparency and continuous improvement.
• Manage stakeholder expectations independently and communicate openly with appropriate stakeholders and Document Control leadership.
• Identify risks and roadblocks. Escalate issues or problems that arise with stakeholders systems processes or procedures to designated Document Control leadership.
• Prepare correspondence reports charts and presentations utilizing Microsoft Word Excel Project and PowerPoint or similar software as required.
• Critically think through identify troubleshoot and resolve issues.
• Work both independently and collaboratively in support of the MBTA and the Quality Compliance and Oversight (QCO) Department to address complex tasks in a time-sensitive environment.
• Follow up on actions required for successful project completion as required.
• Prioritize workloads work effectively with a wide range of stakeholders build consensus communicate effectively (both written and verbally) lead meetings as needed.
• Follow access and control procedures to comply with requirements for varying levels of security classifications specified by the governing authority.
• Performs auditing as needed to monitor systems to ensure document integrity quality and version control.
• Ensure that assigned documents go through a documented and approved review-and-approval process before implementation.
• Contribute to process improvements within the Document Control workstream by providing feedback on project-level practices.
• Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.
• Assist in the management of a workforce by ensuring the fair and consistent application and strict adherence to the rules regulations collective bargaining agreements (if applicable) and policies of the Authority including the EEO Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies.
• Perform all other duties and projects that may be assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

Supervision

• May directly supervise up to three (3) staff members.

• Bachelors degree from an accredited institution in Business Administration Engineering Information Technology Computer Science or a related field.
• Five (5) years of professional experience in business administration library management document management information technology training management or related field.
• One (1) year of managerial supervisory and/or leadership experience.
• Experience with written reports budgets and time estimates for upper management and stakeholders.
• Familiarity with government or corporate records metadata and controlled vocabularies.
• Strong organizational planning time management and interpersonal skills.
• Proficiency with Word Excel PowerPoint and database applications.
• The ability to read interpret and make recommendations based upon technical documents and drawings including blueprints maintenance manuals specifications and schematics.
• Experience working with archives and records management.
• Experience with the MA State Archives Records Conservation Board.
• Experience with OpenText Documentum and/or eBuilder software.
• The ability to work in an active railroad and maintenance environment and the physical constraints associated with the working environments.
• The ability to quickly learn new technologies tools and processes.
• The ability to effectively work with employees at all levels within the Authority vendors and individuals outside the agency.
• Excellent written and verbal communication skills.
• Excellent customer service and conflict resolution skills.
• The ability to provide internal and external customers with a courteous and professional experience.
• The ability to pay attention to details use sound judgment and prioritize work.

Substitutions

• A high school diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelors degree requirement.
• An associates degree from an accredited institution and an additional three (3) years of directly related experience substitutes for the bachelors degree requirement.
• A masters degree in a related subject substitutes for two (2) years of general experience.
• A nationally recognized certification or statewide/professional certification in a related field substitutes for one (1) year of experience.

• A Masters degree from an accredited institution in a technical field related to Business Administration Information Technology Library Management or a related field.

Job Conditions:

• Ability to effectively read comprehend communicate and respond to instructions orders signs notices inquiries English.
• Be at least eighteen (18) years of age except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston MA metro area as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively independently and as part of a diverseworkforce team (or supervise if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules regulations collective bargaining agreements (if applicable) and policies of the MBTA including the EEO anti-discrimination anti-harassment and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate) including overall employment job performance discipline and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check comprehensive background screening and / or medical Clinic screening potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned directed or necessary for this position including (for some transit / operations roles) up to twenty-four (24) hours per day seven (7) days per week as necessary to accommodate severe weather conditions emergencies or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally interns / co-ops must have valid work authorization and U.S. Social Security Numberprior to starting pre-employment screenings / pre-boarding working in their positions and throughout the duration of their program.

Disclaimers and Definitions:

1. General Disclaimer: The statements contained in this job description are intended to describe a summary general nature and complexity of typical job functions and do not represent an exhaustive list of all duties tasks and responsibilities required of staff assigned to this position.
2. Application Completion: It is each applicants responsibility to ensure application details are entered completely and correctly including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. The recruitment team does not have access to existing employee data / history.
3. Application Deadlines:Applicants should apply as soon as possible as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
4. Work Environment:The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.
5. Work Eligibility:All employees must be legally authorized to work in the United States and on an unrestricted MBTA does not have an employer work sponsorship program. However if you have unrestricted work authorization or are sponsored by a separate entity you are welcome to all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
6. Interviews:Candidates should ensure they arrive on time are prepared can remain for the duration and if remote are in a quiet place without distraction for the interview. Candidates who do not attend their interview without advance authorization including an email confirmation of a rescheduled time/date from Human Resources will be considered a no-show and disqualified from consideration for the position. Related to rescheduling on a one-time basis and due to something emergent you may be allowed to reschedule the addition Human Resources may require documentation supporting the request. However should you need to reschedule you will need to contact your Recruiter directly by email.
7. Safety Sensitive Positions:Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
8. On-call or 24/7 Positions:Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.
9. Essential / Emergency Staff:During declared states of emergency employees working in this classification are required to report to work for their assigned work hours or as directed by management.
10. ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process please contact the MBTAs ADA Unit at or .
11. Diversity Equity and Inclusion:The MBTA is an Equal Employment Opportunity Employer. For terms descriptions and definitions related to diversity equity inclusion veteran status and immediate family members that you may find on the application form please visit / Co-Op Benefits: Employees taking part in an internship orco-opat the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation pass based on the city from which the intern / co-opcommutes to workat no cost. However no additional benefits are currently offered for interns orco-ops.