At PGE, our work involves dreaming about, planning for, and realizing a smarter, cleaner, more enduring Oregon neighborhood. Its core to our DNA and we haven’t stopped since we started in 1888. We energize lives, strengthen communities and drive advancements in energy that promote social, economic and environmental progress. We’re always on the lookout for people passionate about leading and being a part of teams that are advancing innovative clean energy solutions that are also affordable and accessible to all.Job Description SummaryThe Document Control team is a key part in PGE's records management and compliance programs. As a Document Controller, you will be the primary point of contact for our engineering groups to organize, publish, and distribute engineering documents and drawings both physically and in our drawing and document management systems. You will work with many stakeholders, from internal PGE clients to external vendors.As PGE moves towards a “One PGE” model, our team is currently working to align our processes across all the engineering groups we support. In this role, you will help create and shape what Document Control is and what we can do for PGE. We are looking for someone who handles ambiguity and being open to change due to continuous improvement. Key responsibilities include helping the team redefine and write new, simplified, and intuitive processes, as well as collaborate and offer guidance to the teams we support.Key ResponsibilitiesDocument Control Supports the management of company documents and ensures the accuracy, quality and integrity. Supports the adherence of record retention policies and safeguards information to be in compliance with rules and regulations of the Oregon Public Utility Commission, the Federal Energy Regulatory Commission and all other applicable laws, rules and regulations relating to records management; participates with records management professionals in providing technical support and guidance to ensure they comply with RIM best practices and obligations under this policy.Project Support Provides technical support to records management professionals for complex projects and studies to meet stakeholder needs, improve compliance or improve processes of the RIM program; participates in meetings with department managers and site representatives to review potential operational changes and related record needs; documents and reports on discussions on process improvements based on industry best practices and on project plans/progress, program status, issues and recommendations.Document Management System Ensures the electronic drawing management system is accurate and that drawings are viewable and drawing life-cycle states are correct; maintains the as-built database, ensuring effective scanning, tracking and processing of documents; determines when data or file is corrupted and investigates, resolves and partners with drafters, designers and/or engineers to correct errors; updates the operating one-line index; prepares operating one lines for issue; provides basic-level training and instructions on document management system to cross-functional groups.Drawings Distribution Ensures accuracy of drawing distribution matrix (e.g., drawing size, number of copies); provides accurate and timely drawing distribution for construction projects and as-built updates; distributes vendor review drawings to appropriate designers and engineers.As-Built Drawings Documents as-builts received from designers, engineers and field crews; processes and distributes as-built packages; confirms completeness of as-built packages; creates and distributes transmittals for as-builts and drawing issues; identifies drawing data discrepancies (e.g., revision number, drawing number, sign off and image accuracy) and ensures corrections are made.Construction Packages Processes detailed construction packages; ensures the drawing data contents are complete and drawing status is updated; timely issues and distributes packages to meet critical construction or outage schedules.Document Scanning Accurately processes, scans, categorizes and archives files in accordance with established procedures; operates scanning equipment, producing a quality product and within required timeframes; inspects all jobs for scan quality to prevent or eliminate defects or mistakes; indexes and files all electronic documents into the electronic records system.Training Support Supports records management professionals by participating in developing and providing training and support to staff members to ensure business unit remains in compliance with operating policies and procedures; participates in assessing the need for and training employees on how to use corporate records management systems, including documentation, retention and retrieval.Design Documentation Ensures technical specifications and operating manuals are processed and distributed according to procedures; posts electronic versions on eRecords. Ensures List of Materials and List of Nameplates are maintained in systems used in department to assist designers, engineers and field crews with identification of installed equipment; updates construction, maintenance and operations documents, database and SharePoint sites to ensure availability of critical information; creates, edits and maintains department procedures and work instructions within area of control.Education/Experience/CertificationsEducation High school diploma or equivalent.Experience Preferred: five or more years in document control, records management or related field.Competencies (Knowledge, Skills, Abilities)Functional CompetenciesIntermediate knowledge of electronic document management system (e.g., eRecords, Autodesk Vault) and relational software applications (i.e., database and reports)Basic knowledge of engineering drawing types (i.e., isometrics, one-lines andelectrical schematics) related to substationsBasic knowledge of interpreting electrical, mechanical and civil drawings to identifydrawing data discrepanciesIntermediate knowledge of drawing life cycle and moving to published statusIntermediate computer skills using Microsoft Suite (Excel, Word, Access and Outlook), database, eRecords, SharePoint and Autodesk VaultWorking knowledge of records management laws, regulations, policy and proceduresGeneral CompetenciesIntermediate analytical thinking skillsIntermediate diplomacy skillsIntermediate organization and prioritization skillsIntermediate presentation and facilitation skillsIntermediate problem-solving skillsIntermediate written and oral communication skillsPhysical and Cognitive DemandsCognitive LevelIntermediate: Consistent use of relevant principles to solve practical problems and to deal with a variety of concrete variables in situations where only limited standardization exists.CognitiveAbility to adhere to set response times, deadlines and time-sensitive tasksAbility to follow accuracy standardsAbility to follow through on decision-making tasksAbility to interact effectively and collaboratively within a team environmentAbility to communicate and problem solve when under stressAbility to respond and adapt to frequent changeAbility to accept and demonstrate self-awareness when provided constructive feedbackAbility to discern feedback and acknowledge ownership of areas of improvementAbility to avoid future mistakes by applying reasonable skills to new but similar work situations or tasksAbility to successfully collaborate with peers, managers and others within the organizationDemonstrates sound memoryAbility to process new information to be applied consistently to work tasksSchedule/AttendanceAbility to work long hours [typically for exempt positions; if included in nonexempt positions, overtime applies]Ability to work a variable scheduleAbility to report to work and perform work during periods of severe inclement weatherAbility to consistently meet attendance standards for regular, reliable, predictable, full-time attendance [for part-time positions, change to part-time attendance]Physical Capabilities
Driving/travel/commute: Daily within service territory - Occasionally (one or two times a month or less)
Computer use (use computer regularly for entire work shift)
Lifting/pushing/pulling: Up to 50 lb
Lifting/pushing/pulling: More than 50 lb
Carrying: Up to 50 lb
Environment - Indoor/Outdoor
Office
Plant
Field
Compensation Range:$26.15 - $39.23Actual total compensation, including a performance based incentive bonus, is commensurate with experience, skills, qualifications, education, training, and internal equity. While we anticipate the selected candidate for this position will fall towards the middle or entry point of the compensation range, the decision will be made on a case-by-case basis.PGE believes in rewarding dedicated performance. We provide a total rewards package that is designed to reward your contributions to the company, and, at the same time, support your well-being and professional development, both now and into the future. To find out more, click here (https://portlandgeneral.com/hrcs5511) .Join us today and power your potential!Assisting with storms or other Company emergencies is a part of all positions at Portland General Electric.PGE is committed to diversity and inclusion in the workplace and is an equal opportunity employer. PGE will not discriminate against any employee or applicant for employment based on race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, protected veteran status, or other characteristics protected by law.PGE does not discriminate on the basis of disability. We recognize individuals have a variety of abilities to offer and we believe there is much to value and celebrate by incorporating different abilities into the work we do. One very important way we live this out is in our application and interview process. We work hard to support individuals who may need an accommodation to fully participate in these processes. If you feel you may need an accommodation, or would like to request one, please notify the Talent Acquisition Specialist (Recruiter) associated with the job posting. You may also make this request by contacting talentacquisition@pgn.com or by calling 503-464-7250. The Recruiter will provide information and next steps for the accommodation process. Our Diversity, Equity & Inclusion (DEI) team is also available for support. You can contact them at dei@pgn.com .To be considered for this position, please complete the following employment application by the posting close date. Posting closes at midnight (Pacific Time) on the closing date below. If no date is listed, job is open until filled.At Portland General Electric, we’re innovators, builders, and achievers. We’re committed to powering our customers’ potential and making a difference for our community and the planet. Today, that commitment includes developing an intelligent and resilient electric grid, electrifying transportation and de-carbonizing the energy sector.We’re proud to deliver an exceptional experience to help our customers thrive. Our mission is to make clean, reliable and affordable energy services available to all. We obsess over serving customers and are committed to growing employee career paths with purpose. Equity and inclusion are core business values; we celebrate our differences and are committed to developing teams that reflect the communities we serve.
