Document Control Administrator 160642

Job Summary
The Document Control Administrator (DCA) is responsible for managing, updating, organizing, and storing documents and information across the organization. This role ensures organizational documents remain accurate, accessible, and compliant with applicable policies and regulations. Success requires strong organizational skills, technical proficiency, attention to detail, and the ability to collaborate effectively across teams.

Duties/Responsibilities

• Review and revise procedures, forms, and supporting documents for staff distribution.
• Manage updates to procedures, forms, and documents within the document management database (PolicyTech) and shared network drives.
• Edit and revise procedural documentation (user guides, manuals) and policy documents in accordance with agency governance rules and applicable state/administrative statutes and regulations.
• Maintain, update, and archive records within the Document Management System (DMS), Learning Management System (LMS), and shared network as needed.
• Meet with staff to gather relevant information and conduct walk-through meetings to support document revisions.
• Communicate with associates and departments regarding project updates and planned initiatives.
• Adhere to content creation standards and established style guide resources.
• Review and revise State Forms in coordination with the Indiana State Forms Agency.
• Conduct regular audits and reviews of documents to confirm process accuracy and regulatory compliance.
• Maintain consistent document control practices across all systems.
• Ensure all procedures remain current and properly maintained in PolicyTech.
• Ensure compliance with company policies, quality standards, and regulatory requirements.
• Distribute project-related information and prepare ad-hoc reports as needed.
• Archive outdated documents in accordance with retention guidelines.
• Perform other related duties as assigned.

Required Skills/Abilities

• Strong communication and interpersonal skills for coordinating with project teams.
• Excellent writing, editing, and grammatical skills.
• Strong organizational and time management skills with attention to detail and consistency to manage multiple tasks accurately and efficiently.
• Ability to build and maintain collaborative working relationships with associates across departments.
• Ability to set up, manage, and conduct both in-person and virtual meetings.
• Ability to meet deadlines and work effectively both independently and as part of a team.
• Intermediate proficiency, at minimum, in:
  • Microsoft Office Suite (Word, Excel, PowerPoint, MS Teams)
  • Adobe Acrobat Pro/DC for document conversion and editing
• Ability to quickly learn and adapt to new systems with minimal instruction, including:
  • Document Management Systems (DMS)
  • Learning Management Systems (LMS)

Education and Experience

• Minimum High School Diploma, Associate's or Bachelor's degree in Business Administration, Library Science, or a related field (preferred).
• Minimum of three (3) years of related experience.