Lead Document Controls Specialist - 90383052 - Hybrid Philadelphia or New York (Philadelphia, PA, US, 19104) - Amtrak

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As we move America’s workforce toward the future, Amtrak connects businesses and communities across the country. We employ more than 20,000 diverse, energetic professionals in a variety of career fields throughout the United States. The safety of our passengers, our employees, the public and our operating environment is our priority, and the success of our railroad is due to our employees.

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Our values of ‘Do the Right Thing, Excel Together and Put Customers First’ are at the heart of what matters most to us, and our Core Capabilities, ‘Building Trust, Accountability, Effective Communication, Customer Focus, and Proactive Safety & Security’ are what every employee needs to know and do to be most impactful at Amtrak. By living the Amtrak values, focusing on our capabilities, and actively embracing and fostering diverse ideas, backgrounds, and perspectives, together we will honor our past and make Amtrak a company of the future.

SUMMARY OF DUTIES:

The Lead Project Document Specialist is responsible for supporting and assisting in the financial and progress reporting for the delivery of various major projects under the direction of the Sr. Project Controls Manager. This position will be responsible for maintaining project documents and ensuring that accurate information is distributed throughout the organization to the appropriate stakeholders on time. The individual will be required to review, process, and file documentation as well as manage the smooth running of all documentation operations. This position requires regular reporting to internal and external stakeholders including but not limited to Amtrak senior leadership, the Federal Railroad Administration (FRA), and commuter partners. 

ESSENTIAL FUNCTIONS:

• Enforce procedures intended to oversee the creation, review, approval, release, distribution, access, storage, security, and disposal of documents.
• Maintain stringent electronic document control processes for all project related information.
• Coordinate all communications including indexing, compilation and distribution of documents as well as meeting notes and assignments.
• Assist project director to develop and maintain documents such as meeting agendas, meeting minutes, drawings, specifications, and related items.
• Ensure compliance with Amtrak Project Management methods and governance standards for project files including but not limited to design submissions, submittals, requests for information (RFI’s), and shop drawings and maintain via tracking logs.
• Assist Portfolio Director and Project Controls Manager with organizing and compiling forms, drawings, documents, and receipts for reimbursable invoicing.
• Create comprehensive reports and dashboards to track key performance indicators for projects within the Portfolio.
• Implement process improvements to improve reporting efficiency and accuracy. 
• Other duties as assigned

MINIMUM QUALIFICATIONS:

• Demonstrated project controls document skills. 
• Experienced in using SharePoint, MSPS, Power BI/Access, Microsoft Office, and Primavera.
• Strong focus on collaboration, team building, and customer service. 
• Effectiveness working diplomatically across teams with varying objectives. 
• Strong oral and written communication skills across all levels. 
• Ability to organize and present project portfolio reports, proposals, and other related portfolio information. 
• Must have work authorization in the United States. 
• Project controls reporting and analysis experience.
• Ability to multi-task in a Portfolio where information is required to be provided quickly and accurately to internal and external stakeholders.
• Minimum 6 years of relevant work experience with a bachelor’s degree or any equivalent combination of education and work experience. 

PREFERRED QUALIFICATIONS:

• Knowledge of contracts and contract administration including its assessment and implementation at each phase of the project.  
• Experience with various reporting in the transportation industry.
• Six Sigma Green Belt 
• PMP-SP or RMP 
• Transportation industry experience

WORK ENVRIORNMENT:

• Office building environment. Hybrid work schedule, 3 days in the office.
• Sit at computer to complete assignments, projects, and majority of tasks.
• Ability to work under pressure and deadlines.
• May require travel to other Amtrak locations to collaborate on assigned projects.
• Fast-paced environment with frequently changing priorities..

COMMUNICATIONS AND INTERPERSONAL SKILLS:

Must have excellent oral and written communication skills.

The salary/hourly range is $94,300-$122,256, Pay is based on several factors including but not limited to education, work experience, certifications, internal equity, etc. Depending on an employee’s assigned worksite or location, Amtrak may consider a geo-pay differential to be applied to the employee’s base salary. Amtrak may offer additional incentive and pay programs to recognize and reward our employees, including a short-term incentive bonus based upon factors such as individual and company performance that is commensurate with the level of the position and/or long-term incentive plan compensation. In addition to your salary, Amtrak offers a comprehensive benefit package that includes health, dental, and vision plans; health savings accounts; wellness programs; flexible spending accounts; 401K retirement plan with employer match; life insurance; short and long term disability insurance; paid time off; back-up care; adoption assistance; surrogacy assistance; reimbursement of education expenses; Public Service Loan Forgiveness eligibility; Railroad Retirement sickness and retirement benefits; and rail pass privileges. Learn more about our benefits offerings here.
 

Requisition ID:163064
Posting Location(s):Pennsylvania; Connecticut; New Jersey; New York

Work Arrangement:04-Hybrid Weekly 
Job Family/Function:Engineering 
Relocation Offered:No 
Travel Requirements:0 - 5% 

You power our progress through your performance.
 

We want your work at Amtrak to be more than a job. We want your career at Amtrak to be a fulfilling experience where you find challenging work, rewarding opportunities, respect among colleagues, and attractive compensation. Amtrak maintains a culture that values high performance and recognizes individual employee contributions. 

Amtrak is committed to a safe workplace free of drugs and alcohol. All Amtrak positions requires a pre-employment background check that includes prior employment verification, a criminal history check and a pre-employment drug screen. 

Candidates who test positive for marijuana will be disqualified, regardless of any state or local statute, ordinance, regulation, or other law that legalizes or decriminalizes the use or possession of marijuana, whether for medical, recreational, or other use. Amtrak's pre-employment drug testing program is administered in accordance with DOT regulations and applicable law.  

In accordance with DOT regulations (49 CFR § 40.25), Amtrak is required to obtain prior drug and alcohol testing records for applicants/employees intending to perform safety-sensitive duties for covered Department of Transportation positions. If an applicant/employee refuses to provide written consent for Amtrak to obtain these records, the individual will not be permitted to perform safety-sensitive functions.

In accordance with federal law governing security checks of covered individuals for providers of public transportation (Title 6 U.S.C. §1143), Amtrak is required to screen applicants for any permanent or interim disqualifying criminal offenses. 

Note that any education requirement listed above may be deemed satisfied if you have an equivalent combination of education, training and experience.

Amtrak is an EOE/Affirmative Action Minority/Female employer, and we welcome all to apply. We consider candidates regardless of race/color, religion, sex (including pregnancy, childbirth and related conditions), national origin/ethnicity, age, disability (intellectual, mental and physical), veteran status, marital status, ancestry, sexual orientation, gender identity and gender expression, genetic information, citizenship or any other personal characteristics protected by law.