AECOM is seeking a Document Control Program Analyst for one of our offices in Sacramento, CA.
Job Summary
This role will provide analytical, documentation, coordination, and compliance support under the direction of the Document Control Manager. The role maintains documentation systems, supports workflow and reporting functions, and serves as an internal coordination hub for communication routing, tracking tools, and SharePoint resources. The analyst also supports the deployment and adoption of the Authority’s enterprise-wide Document Control System to ensure accuracy, consistency, and operational readiness across the unit.
Job Responsibilities
- Serve as a central internal coordination support role, maintaining alignment between the Document Control Manager, Senior Document Controllers, the Business Analyst, and other internal partners.
- Assist in preparing internal meeting materials, including summaries, trackers, reports, and reference documents.
- Provide support in maintaining the internal reporting library, communication drafts, and document routing materials.
- Maintain and organize the unit’s internal SharePoint site, tracking tools, logs, templates, desk manuals, and document repositories to ensure information is current, accessible, and version-controlled.
- Assist in updating and maintaining documentation resources, including workflows, forms, templates, and internal SOPs.
- Support the refinement of documentation standards by assisting with updates to metadata requirements, naming conventions, and internal filing structures, adapted from standard document control functions.
- Provide user support for accessing internal resources, reference materials, and document control tools.
- Maintain dashboards, workload trackers, and reporting documentation to support accurate visibility into unit performance and activity.
- Assist in tracking project metrics, milestone progress, and basic KPI reporting to provide insight into workflow health and operational trends.
- Compile and prepare data to support progress updates, performance reporting, newsletters, and leadership communications.
- Assist in maintaining accuracy and consistency of reported metrics by performing data validation and quality checks.
- Assist in developing and updating Visio process maps to document roles, responsibilities, and workflow sequences.
- Support the creation and maintenance of desk manuals, SOPs, guidance documents, and workflow materials to promote consistent application of document control practices.
- Assist with developing job aids, training materials, and internal presentations used for onboarding or training unit staff.
- Contribute to continuous improvement initiatives by identifying opportunities to enhance workflow clarity, reduce inefficiencies, or refine documentation processes.
- Maintain the internal risk register and reporting library, ensuring entries are up-to-date, organized, and accurately reflect identified risks or follow-up actions.
- Assist in reviewing documents and workflows for compliance with document control standards, procedures, metadata requirements, and classification guidance.
- Provide support for audit readiness efforts by helping compile documentation, reconcile records, and prepare required evidence.
- Assist in documenting compliance observations and identifying opportunities for procedural improvements.
- Analyze incoming requests and submittals to help identify workflow impacts, staffing considerations, or operational needs.
- Assist in preparing summaries, briefings, or operational insights based on document trends, workload patterns, or program needs.
- Support project planning and coordination activities by preparing reference documents, updating tracking tools, and assisting in clarifying deliverables or timelines.
- Assist with special assignments, continuous improvement efforts, and internal initiatives as needed to support unit goals.
- Establish and maintain effective working relationships and communications with client staff, project consultants, private contractors