Document Control Clerk

Position SummaryWill support a focused records management initiative involving the review, verification, and digitization of archived project files. This role is responsible for ensuring physical project records are accurately captured, organized, and maintained within the organization’s Electronic Document Management System (EDMS), Laserfiche, and shared platforms such as SharePoint.This is a task-driven assignment requiring strong attention to detail, organization, and the ability to perform repetitive, quality-focused document review work with minimal supervision.Key ResponsibilitiesPhysical Archives/EDMSRetrieve and track assigned archival boxes using a shared tracking systemPerform inventory and categorization of physical project recordsWill require lifting of archive boxes up to 50lbVerify that all documents exist the agency’s EDMS or associated digital storage (hard drives/CDs)Conduct page-by-page quality reviews to ensure:Completeness of recordsLegibility and proper orientationNo missing, cut-off, or distorted contentIdentify gaps, missing records, or quality issues in digital filesScan physical documents or pages that are missing from the EDMSUpload and correctly index documents into LaserficheMaintain accurate tracking of work status, issues, and resolutions in ExcelCoordinate retrieval of supplemental digital records (e.g., external hard drives) when neededPrepare boxes for final disposition (retention or shredding) once review is completeCommunicate progress and completion status to project leadPerform other administrative and project-related tasks as assigned by supervisorDigital File Organization / As-Built SupportReview and organize digital project files in SharePoint and network foldersClean up and standardize folder structures for consistency and ease of accessCreate and maintain centralized folders for key deliverables, including As-BuiltsLocate and consolidate project records stored across multiple platform locationsApply consistent file naming and organization standardsCoordinate with project teams to locate missing or incomplete recordsPerform other administrative and project-related tasks as assigned by supervisorDeliverables / Assignment FocusComplete verification of assigned archival boxesEnsure all records are:DigitizedAccurate and completeProperly stored in EDMS or hard driveMaintain a fully updated tracking log documenting progress and issue resolutionPrepare materials for final disposition in accordance with retention proceduresSupport implementation of a centralized As-Built document library, ensuring records are complete, organized, and easily accessibleRequired Qualifications2+ years of administrative, records management, or document control experienceExperience working with electronic document management systems (EDMS) (Laserfiche preferred)Strong proficiency in Microsoft Excel and Microsoft OfficeExceptional attention to detail and accuracyAbility to review large volumes of documents systematically and consistentlyStrong organizational and time-management skillsEffective written and verbal communication skillsAbility to work independently with minimal oversightPreferred QualificationsExperience with Laserfiche, agency’s electronic document management systemBackground in engineering, construction, or project-based document environmentsFamiliarity with archive management or records audits