Document Control Clerk

Job Description

Job Description

Great opportunity for a Document Control / Records Clerk (Administrative Specialist) in Riverside, CA!

Location: Riverside, CA (in office)

Duration: 6 months (possible extensions)

Pay Rate Range: $28.95 - $37.57/hr w2

Assignment

Our team supports a diverse portfolio of transportation and infrastructure projects through all phases of the project lifecycle, including planning, environmental clearance, design, and construction. This position works in a collaborative, client-focused office environment to ensure project documentation meets established standards, procedures, and regulatory requirements.

The Document Controls team manages project records throughout their entire lifecycle—from document intake and organization to distribution, storage, retrieval, and archiving within the Electronic Document Management System (EDMS). The team is responsible for maintaining accurate, accessible, and compliant records in accordance with organizational standards, retention policies, and audit requirements.

As part of an ongoing records management initiative, this role will support the review, validation, and digitization of archived project files to improve document quality, completeness, and accessibility.

Position Summary

The Temporary Administrative Specialist provides records management and document control support by reviewing, verifying, organizing, and digitizing archived project documentation. This position ensures physical and electronic records are accurately captured and maintained within the organization's Electronic Document Management System (Laserfiche) and shared collaboration platforms such as SharePoint.

This is a task-focused position that requires exceptional attention to detail, strong organizational skills, and the ability to perform repetitive document review and quality assurance work with minimal supervision.

Key Responsibilities

Records Management & EDMS

• Retrieve and track assigned archive boxes using a shared tracking system.
• Inventory, organize, and categorize physical project records.
• Lift and move archive boxes weighing up to 50 pounds.
• Verify that archived documents exist within the Electronic Document Management System (EDMS) or other approved digital storage locations (e.g., hard drives or CDs).
• Conduct detailed page-by-page quality reviews to ensure:
• Complete records
• Clear, legible, and properly oriented images
• No missing, cut-off, or distorted content
• Identify missing records, incomplete files, or document quality issues.
• Scan physical documents that are missing from the EDMS.
• Upload and accurately index records within Laserfiche.
• Maintain detailed tracking logs in Microsoft Excel, documenting work progress, issues, and resolutions.
• Coordinate retrieval of supplemental digital records as needed.
• Prepare archive boxes for final disposition in accordance with records retention procedures.
• Communicate project status and completion updates to the project lead.
• Perform other administrative and project-related duties as assigned.

Digital File Organization & As-Built Support

• Review and organize digital project files stored in SharePoint and network folders.
• Standardize folder structures to improve consistency and accessibility.
• Create and maintain centralized repositories for key project deliverables, including As-Built documentation.
• Locate and consolidate project records stored across multiple platforms.
• Apply established file naming conventions and document organization standards.
• Coordinate with project teams to locate missing or incomplete documentation.
• Perform additional administrative and project support duties as assigned.

Assignment Deliverables

• Complete verification and review of assigned archive boxes.
• Ensure project records are:
• Fully digitized
• Accurate and complete
• Properly stored within the EDMS or approved digital repositories
• Maintain an up-to-date tracking log documenting progress, findings, and issue resolution.
• Prepare records for final retention or destruction in accordance with records management policies.
• Support the implementation of a centralized As-Built document library that is complete, organized, and easily accessible.

Required Qualifications

• Minimum of two (2) years of experience in administrative support, records management, or document control.
• Experience working with Electronic Document Management Systems (EDMS); Laserfiche experience is preferred.
• Strong proficiency with Microsoft Excel and the Microsoft Office Suite.
• Exceptional attention to detail and commitment to accuracy.
• Ability to review high volumes of documents in a consistent and systematic manner.
• Strong organizational, time management, and prioritization skills.
• Effective written and verbal communication skills.
• Ability to work independently with minimal supervision.

Preferred Qualifications

• Experience using Laserfiche or comparable document management systems.
• Experience supporting engineering, transportation, construction, or project-based environments.
• Knowledge of records retention, archive management, or document audit processes.

Work Environment

• Primarily office-based in a collaborative team environment.
• Frequent handling and movement of archive boxes weighing up to 50 pounds.
• Position involves repetitive, detail-oriented work requiring sustained concentration and accuracy.