Document Control Clerk - Anchorage - Doyon

Description

Overview

As of now, all seasonal roles for the Document Control Clerk position have been filled. However, we will keep this posting open for any future project needs or staffing adjustments. If a related opportunity becomes available, we may reach out to candidates for further consideration.

JOB SUMMARY: This position supports and assists the Project's Document Control Lead. Job requirements include exceptional organizational skills, attention to detail, a clear understanding of the importance of collecting and file documents in accordance with the project's filing matrix and safekeeping protocols for electronic and physical document retention, compiling turnover packages, routinely copying and filing documents, and updating daily project logs.

LOCATION: Fairbanks & North Slope

SCHEDULE: Town Mon-Fri+, Slope Mon-Sun+

HOURS: Town 40 hours+ / Slope 84 hours+

POINT OF HIRE: Fairbanks, AK or Anchorage, AK

TYPE OF POSITION: Seasonal, Full-Time

This position can be filled in Fairbanks or Anchorage

Responsibilities

ESSENTIAL FUNCTIONS:

• Understand, practice and continually lead by example Doyon Energy Services' commitment to zero incident safety and environmental culture
• Assist with project-controlled documents in accordance with instructions from the Document Control Lead
• Together with the Document Control Lead, will assist project managers, supervisors and staff to understand the document control needs to comply with DES, client, and contract documentation requirements
• Maintain and follow procedures for collecting, filing and safekeeping of project documentation
• File and organize officially received and transmitted correspondence and documents from clients, vendors, and subcontractors
• Maintain a document control numbering system to track transmittals, RFIs, PCRs and other project related documents and logs
• Collect and maintain in a logical manner all documentation and correspondence in binders or electronically via DES's server to ensure easy and quick accessibility and accurate retention and safekeeping
• Assist with and prepare as needed the project's official turnover documentation for delivery to clients
• Provide other clerical assistance to project management team and staff as needed
• Other duties as assigned

COMPETENCIES:

• Technical - Good understanding of contract record keeping, documentation and turnover provisions. General understanding of contract and client documentation and turnover requirements. Must be able to understand documentation needs and requirements of project and corporate management. Ability to quickly learn and use new software programs.
• Teamwork - Ability to work in a team environment, have a high degree of attention to detail, follow work rules, and adhere to established work schedules.
• Confidentiality - Demonstrates knowledge of appropriate procedures for handling sensitive and confidential information.
• Problem Solving - Identifies and resolves problems in a timely manner and gathers, analyzes and interprets both financial and general business information skillfully.
• Communication - Excellent verbal and written communication skills. Speaks clearly and persuasively in positive and negative situations. Ability to communicate critical and urgent issues to all appropriate project personnel including management, supervision, engineering and quality control.
• Quality Management - Ability to successfully and accurately perform duties and responsibilities with minimal direct supervision. Ability to proactively work in a high paced, deadline-oriented environment.
• Judgment - Displays willingness to make decisions, exhibits sound and accurate judgment and makes timely decisions.
• Safety and Security - Actively promotes and personally observes safety and security procedures and uses equipment and materials properly

Qualifications

QUALIFICATIONS:

* High School Diploma or GED.* Minimum 3 years document control experience preferred.

SKILLS:

• Ability to read and interpret all forms of documentation to ensure accurate filing, retention and inclusion in turnover packages.
• Ability to effectively communicate verbally and in written form.
• Ability to quickly learn and understand nomenclature and acronyms used in the pipeline construction industry and by clients.
• Intermediate skills in Microsoft Outlook, Word, Excel, Power Point and Adobe. Successful candidates may be required to do a skills assessment.
• Ability to learn, understand and use client and DES's corporate management information systems.
• Ability to apply intermediate mathematical skills including algebraic equations and fractions.
• Ability to understand and interpret graphs, charts and tables.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

WORKING ENVIRONMENT: The majority of work is performed in an office setting with a wide variety of people with differing functions, personalities, and abilities.

PHYSICAL DEMANDS: The work is generally sedentary, requiring routine walking, standing, bending, and carrying items weighing less than forty pounds. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].

REASONABLE ACCOMMODATION: It is Doyon's business philosophy and practice to provide reasonable accommodation according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

PREFERENCE STATEMENT: Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Responsibilities

ESSENTIAL FUNCTIONS:

• Understand, practice and continually lead by example Doyon Energy Services' commitment to zero incident safety and environmental culture
• Assist with project-controlled documents in accordance with instructions from the Document Control Lead
• Together with the Document Control Lead, will assist project managers, supervisors and staff to understand the document control needs to comply with DES, client, and contract documentation requirements
• Maintain and follow procedures for collecting, filing and safekeeping of project documentation
• File and organize officially received and transmitted correspondence and documents from clients, vendors, and subcontractors
• Maintain a document control numbering system to track transmittals, RFIs, PCRs and other project related documents and logs
• Collect and maintain in a logical manner all documentation and correspondence in binders or electronically via DES's server to ensure easy and quick accessibility and accurate retention and safekeeping
• Assist with and prepare as needed the project's official turnover documentation for delivery to clients
• Provide other clerical assistance to project management team and staff as needed
• Other duties as assigned

COMPETENCIES:

• Technical - Good understanding of contract record keeping, documentation and turnover provisions. General understanding of contract and client documentation and turnover requirements. Must be able to understand documentation needs and requirements of project and corporate management. Ability to quickly learn and use new software programs.
• Teamwork - Ability to work in a team environment, have a high degree of attention to detail, follow work rules, and adhere to established work schedules.
• Confidentiality - Demonstrates knowledge of appropriate procedures for handling sensitive and confidential information.
• Problem Solving - Identifies and resolves problems in a timely manner and gathers, analyzes and interprets both financial and general business information skillfully.
• Communication - Excellent verbal and written communication skills. Speaks clearly and persuasively in positive and negative situations. Ability to communicate critical and urgent issues to all appropriate project personnel including management, supervision, engineering and quality control.
• Quality Management - Ability to successfully and accurately perform duties and responsibilities with minimal direct supervision. Ability to proactively work in a high paced, deadline-oriented environment.
• Judgment - Displays willingness to make decisions, exhibits sound and accurate judgment and makes timely decisions.
• Safety and Security - Actively promotes and personally observes safety and security procedures and uses equipment and materials properly

Qualifications

QUALIFICATIONS:

* High School Diploma or GED.* Minimum 3 years document control experience preferred.

SKILLS:

• Ability to read and interpret all forms of documentation to ensure accurate filing, retention and inclusion in turnover packages.
• Ability to effectively communicate verbally and in written form.
• Ability to quickly learn and understand nomenclature and acronyms used in the pipeline construction industry and by clients.
• Intermediate skills in Microsoft Outlook, Word, Excel, Power Point and Adobe. Successful candidates may be required to do a skills assessment.
• Ability to learn, understand and use client and DES's corporate management information systems.
• Ability to apply intermediate mathematical skills including algebraic equations and fractions.
• Ability to understand and interpret graphs, charts and tables.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

WORKING ENVIRONMENT: The majority of work is performed in an office setting with a wide variety of people with differing functions, personalities, and abilities.

PHYSICAL DEMANDS: The work is generally sedentary, requiring routine walking, standing, bending, and carrying items weighing less than forty pounds. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].

REASONABLE ACCOMMODATION: It is Doyon's business philosophy and practice to provide reasonable accommodation according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

PREFERENCE STATEMENT: Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.