Oakland, CA
Salary: $7,979 - $9,885/month, 37.5-hr work week
Your Port. Your Community. Your Career.
When you join the Port of Oakland, you become part of a proud local legacy, an organization that touches virtually every resident with its services and programs. The Port of Oakland oversees the Oakland seaport, Oakland International Airport and 20 miles of waterfront. The Oakland seaport is in the top 10 busiest container ports in the U.S.; Oakland International Airport is the second largest San Francisco Bay Area airport offering over 300 daily passenger and cargo flights; and the Port's real estate includes commercial developments such as Jack London Square and hundreds of acres of public parks and conservation areas.
In order to provide these services, the Port of Oakland continues to build and maintain maritime, aviation and commercial real estate infrastructure. The Engineering Division is responsible for designing and constructing various projects throughout the Port. Within Engineering, the Services Section maintains and updates the templates used to solicit professional engineering design work as well as public works construction work. The Services Section assembles these templates together with project specific scopes and specifications, which supports other Engineering Sections. In addition, the Services Section helps develop and document the procedures that Engineering uses to maintain a consistent workflow. Lastly, Services indexes and catalogs all of the projects constructed at the Port.
The Port is currently recruiting for the position of Engineering Document Control Specialist in the Engineering Services Section. Under general direction, the Engineering Document Control Specialist is responsible for a wide range of duties pertaining to the management of hard copy files stored on-site in the Engineering Design and Services Document Control Room; the management of electronic files generated by Engineering personnel and stored in the Port’s Document Management System (DMS) electronic library; the posting of electronic project files to the Web-based document publishing system; the development and maintenance of databases for tracking of public works projects and Engineering Design and Services workflow; assisting the Division in analyzing its needs relative to the retention, storage and retrieval of records; and other related work as assigned.
Typical duties may include, but are not limited to the following:
Implementing the Port’s web publication program for bidding documents.
Developing procedures for the transfer of digital files to the Document Management System (DMS) library; and interfacing with the Port Attorney’s office to ensure that Web publication meets legal requirements.
Developing and documenting procedures for digital file management, including web publication of bidding documents and internal distribution via DMS, and hard-copy file management, including handling of security-sensitive bidding documents and management of hard-copy archives store on and off site.
Updating Engineering Design and Services Department’s ISO procedures to incorporate new procedures for document management.
Converting selected hard copy files to electronic format by scanning them into the DMS electronic library; and posting files to Engineering Design and Services’ public folders areas of the DMS.
Developing and maintaining the department’s Intranet Web pages; creating Acrobat “smart forms” for distribution via the Intranet; posting document files to Intranet web folders, posting links to DMS library document to web pages and implementing any needed design changes to web pages.
Training and assisting department personnel in the use of document management software; preparing end-user system documentation.
Performing various hard copy and electronic file management tasks pertaining to public works projects; posting public works information, bidding documents and bid results to Web publication site.
Posting Request for Proposal (RFP) and Request for Qualifications (RFQ) generated by Engineering to the Web.
Generating comprehensive written documentation of all procedures pertaining to Web publication of project manuals, RFPs and RFQs; training backup personnel in said procedures as needed.
Locating and retrieving documents in storage areas of department, as requested; and returning retrieved documents to storage.
Distributing documents in hard copy or digital format.
Providing information regarding public works projects to contractor community and plan rooms.
Performing data entry in Engineering Design and Services database and Plan File database.
May be responsible for providing lead direction to office support staff; and providing back up, as needed, at the front counter.
Performing other related duties as required.
Minimum Qualifications
This examination is open to persons who have a combination of education and experience that would reflect possession of the required knowledge, skills and abilities. A typical combination would include the following:
Education and Experience: Possession of an Associate’s degree in public or business administration, library science or archives, records management or a related field, and three years of experience performing archival or records management-related work. Records management experience may substitute for the education on a year-for-year basis.
Licenses: May be required to possess a valid California Class C driver’s license at the time and for the duration of appointment.
Additional Requirements: The Port of Oakland requires each incumbent to successfully complete a Transportation Security Administration (TSA) background check, which will include a fingerprint-based Criminal History Records Check (CHRC) and a Security Threat Assessment (STA), prior to being considered for this position. This status must be maintained for the duration of employment at the Port of Oakland.
The Port’s compensation and benefit program ranks among the best in the region for public jurisdictions and is designed to reward performance and promote a balanced lifestyle, both at the workplace and away from the workplace, for our employees and their families. The Port is committed to the health and well-being of its employees and has been recognized as a FIT-Friendly Employer by the American Heart Association. We offer a comprehensive benefit package, including medical, dental, vision, life insurance, 457 plan and paid leave. The Port offers retiree medical benefits for employees and dependents after 10 years of CALPERS service (including 5 years at the Port).
To apply for this exceptional opportunity or obtain more details, please visit us http://www.governmentjobs.com/careers/portoakland. Apply by April 12, 2024 at 5:00pm.
The Port of Oakland is an Equal Opportunity Employer.