Document Control Specialist

D'Leon Consulting Engineers is seeking a Junior Document Control Specialist in Sacramento, California

Responsibilities

• Establish and maintain document control systems and workflows for document submissions, approvals, and distribution
• Assist with the initial setup and configuration of the DCS, including defining project requirements, selecting the appropriate platform, designing folder structures and metadata, developing naming conventions, configuring automated workflows, and establishing user roles and permissions to ensure a structured, secure, and efficient document management environment.
• Receive and log incoming documents from contractors, consultants, and internal teams into the DCS, ensuring all metadata, such as title, number, revision, discipline, and originator, is accurate and complete
• Maintain master copies of all project-related documents, maintain version control, track revisions, and ensure correct formatting and naming conventions for technical and project documents
• Collaborate with contractors, consultants, and internal stakeholders to ensure timely submission and retrieval of required documentation
• Ensure compliance with document control standards, QA/QC protocols, and regulatory requirements
• Archive project documents appropriately and facilitate audits or handovers at project completion
• Develop and maintain the Document Control Management Guide (DCMG) to reflect current procedures, system changes, and compliance requirements.
• Provide training and support to team members on document control processes and tools to utilize the Document Control System (DCS) successfully
• Generate reports on document statuses, tracking submittal turnaround times, escalating review bottlenecks, and maintaining dashboards or trackers to keep project leadership informed.
• Research, review, and analyze the effectiveness and efficiency of existing processes and develop strategies for enhancing or further leveraging these processes
• Assist in the development of standardized policies, procedures, templates, and tools for consistent document control practices across contracts and offices
• Ensure all documents are audit-ready and compliant with project standards by identifying missing records, unauthorized revisions, or approval gaps, and flagging any inconsistencies for corrective action
• Assist with document control training activities, including onboarding new staff, providing ongoing user support, leading system-specific micro-training, reinforcing compliance standards, maintaining training records, updating reference materials, and continuously improving training based on user feedback and system changes
• Assist and ensure compliance with the Authority’s ISO 9001:2015 certification, audits, and recertifications
• Assist and ensure compliance with contractual, legal, and regulatory standards (e.g., ISO 9001, FHWA, FTA), and support conducting audits to verify document traceability and version control
• Monitor document retention schedules and support legal holds, FOIA/public records requests, and third-party audit responses
• Establish and maintain effective working relationships and communications with client staff, project consultants, private contractors, employees, and the public
• Perform periodic audits for metadata accuracy, overdue reviews, or version control issues

Qualifications

• 1-5 years of experience with document processing and data management
• Master of Microsoft Office Suite and Adobe Acrobat Professional
• Document control software preferred, Prolog