Document Control Specialist

Trust Automation

Trust Automation has over 35 years of experience in custom motors, linear drives, digital drives, and systems which meet the unique needs of its customers. Its product line includes motors, linear drives, digital drives, custom assemblies, and products to fit unique applications and ground-up system design and manufacturing solutions. We design, build and support control and power management systems for the most demanding defense, semiconductor, industrial automation, and medical applications.

Trust Automation is an equal opportunity employer and committed to attracting, hiring, developing, and retaining a skilled, productive, and diverse workforce, personnel with competencies and experience related to the regional and State population. Every employee has an “at-will” relationship with Trust Automation. This means that employment with Trust Automation is at the mutual consent of the employer and the employee and is subject to termination by either party at will, with or without cause or advance notice.

Job Summary

The Document Control Specialist is responsible for developing, implementing, and managing document control systems to ensure accurate and efficient handling of organizational documentation. This role involves maintaining compliance with regulatory requirements, leading document control initiatives, implementing document control systems in production and providing support and training to other team members.

Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities, who are otherwise qualified, to perform the essential functions.

Document Management:

• Implement and maintain document control systems and procedures in compliance with the Quality Management System, AS9100/ISO 9001 standards and other relevant requirements.

• Maintain and organize physical and electronic documents to ensure easy retrievability, as well as maintain proper distribution, access, preservation, and retention.

• Review documents for accuracy, completeness, and compliance with standards.

• Facilitate and assist users with the document management processes from creation, review, approval, and release.

• Manage controlled document versions and revisions.

• Maintain accurate records of document control activities and ensure data integrity.

• Create diagrams, charts, and other visual aids to enhance understanding of document control processes.

Configuration Management & Change Control

• Oversee and facilitate document changes while following change control procedures to ensure that changes are properly documented and approved.

• Liaise with relevant departments to obtain necessary approvals and input for document changes.

• Advise on the impacts of changes to documentation and document control systems.

• Analyze and compare Bills of Materials and other product data to assist with configuration control and ensure streamlined and consistent documentation and workflows.

• Control (generate, modify, update, archive, etc.) serial numbers and serial number formats in the ERP database and ensure accuracy and consistency of labeling physical products.

Regulatory Compliance:

• Ensure all documents comply with the Quality Management System, AS9100/ISO 9001 standards and other relevant requirements.

• Stay updated on industry regulations and standards related to document control.

• Prepare and provide documentation for audits and inspections and represent the document control function during these processes.

Quality Assurance:

• Conduct thorough audits to ensure document integrity and regulatory compliance.

• Implement corrective actions for document discrepancies and process improvements.

Collaboration and Communication:

• Coordinate with various departments to gather, review, process, and maintain documents.

• Work closely with engineering, manufacturing, and manufacturing engineering to gather information and understand product and documentation requirements.

• Serve as the primary contact for document-related inquiries and issues.

Training and Support:

• Create, update, and maintain training materials user guides, how-to manuals, and instructional videos to facilitate understanding of document control processes, processes and systems.

• Conduct training sessions for new hires and ongoing training for existing staff to ensure understanding and adherence to document control procedures.

• Provide hands-on training and support to ensure all employees are proficient in using document control systems.

• Provide technical support and troubleshooting assistance to users experiencing difficulties with the document management system and software.

• Assist users with document creation, revision, and approval processes.

• Collect and analyze feedback from training sessions, audits, and other inputs to identify areas for improvement.

• Mentor junior document control staff and oversee their development.

• May assign and review day-to-day tasks for the Document Control Associate.

Position Requirements

• High school diploma or GED required.

• Bachelor's Degree in Business Administration or similar major is preferred.

• Minimum of 3-5 years of experience in document control or records management.

• Understanding of AS9100 and ISO 9001 standards and regulatory requirements.

• Experience with electronic document management systems (EDMS).

• Experience in Configuration Management preferred.

• Strong understanding of quality management systems and regulatory compliance.

• Excellent communication and interpersonal skills.

• Strong attention to detail and organizational skills.

• Proficiency in Microsoft Office Suite, Adobe Suite, and other document control software.

• Ability to work independently and manage multiple tasks simultaneously.

• Project management and problem-solving skills.

• Ability to write reports, business correspondence, and manuals.

• Strong task management and logic ability.

• Ability to participate in and facilitate group meetings.

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures or governmental regulations.

• This position may be asked to drive for company purposes during the course of employment. If asked and agreed upon, employees must possess a valid California Driver’s License and clean driving record.

• May participate in the identity verification process to access secure client or government portals by authorizing certified supplier or customer management platforms to obtain information from your personal credit profile or other information, solely to verify your identity.

Physical Requirements

• Hearing and speaking to exchange information in person, on the telephone or virtually.

• Dexterity of hands, fingers, and wrist to operate a computer keyboard, calculator or assemble/manufacture intricate items.

• Seeing to read a variety of materials.

• Sitting or standing for extended period of time

• Physical agility to lift 20 pounds to shoulder height.

• Physical agility to lift, carry, push, or pull objects.

Pay/Salary Information

Salary range for this position is $29.18 - $33.00 Hourly

By submitting your application, you acknowledge that you have read and understand the information provided within. You certify that the information contained in this application is correct to the best of your knowledge. You understand that to falsify information is grounds for refusing to hire, or for discharge should you be hired.