Job Description Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto’s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario.

At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team.

Our Civil Structures Asset Management and Maintenance Team is seeking a Document Controller to manage and administer the departmental records management system, maintains electronic and hardcopy filing systems, and monitors data integrity, access, and security.

What will I be doing?

• Processes documentation including correspondence and asset information deliverable documents through projects or contracts .
• Verifies relevant metadata / information / document deliverables are provided as required within appropriate systems
• Collaborates with management and project teams to review and improve the Document Control system, and recommends process improvements to meet client requirements
• Acts as a point of contact between the department and stakeholders
• Prepares training materials, arranges and delivers training sessions to project teams and in one-on-one training sessions
• Communicates effectively with managers to provide ongoing work status updates
• Reviews documents for compliance with established policies and procedures, and reports feedback to management; may act as a gatekeeper to decline submittals that do not meet required criteria
• Processes and maintains documents received through project/contract handovers. Provides document search and retrieval support for project, contract, FOI and other corporate and regulatory requests.
• Monitors the internal distribution of documents and arranges for creating distribution lists and tracking, and prepares documents for internal and external disbursement
• Administers document management system
• Establishes workflows and monitors documents throughout review processes
• Reviews documents and confirms approvals for official documents prior to finalizing mass distribution arrangements
• Performs routine data quality controls, and catalogues and indexes information for easy retrieval
• Extracts relevant information from technical documents, including drawings
• Tracks and monitors day-to-day document control activities to organize and align information with established policies, procedures, and project requirements, and to ensure that project information is accurate, controlled, transmitted, and archived for optimal tracking and retrieval

What Skills and Qualifications Do I Need?

• Completion of a diploma in a related discipline, or a combination of education, training and experience deemed equivalent
• Demonstrated experience with document management and control
• Organizational and coordination skills to establish and monitor compliance with document management and control policies and processes
• MS Office Suite (Outlook, Word, Excel, PowerPoint, etc.), Adobe Acrobat Professional, Sharepoint, PowerBI and database administration experience to review and manage document control processes
• Interpersonal and oral/written/presentation communication skills to review and edit documents for compliance with document control policies and processes, act as a point of contact between the department and internal stakeholders, and develop and deliver training.

Don’t Meet Every Requirement? If you’re excited about working with Metrolinx but your past experience doesn’t quite align with every qualification of this posting, we encourage you to apply. You just might be the right candidate for this or other roles. We are always looking for great talent to join our team.

We invite all interested individuals to apply and encourage applications from members of equity-deserving communities, including those who identify as Indigenous, Black, racialized, women, people with disabilities, and people with diverse gender identities, expressions and sexual orientations.

Accommodation We value the unique skills and experiences each person brings to Metrolinx and are committed to creating and maintaining an inclusive and accessible environment. We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act so if you require accommodation during the hiring process, please let our Recruitment team know by contacting us at: 416-202-5601 or email hr.recruitment@metrolinx.com .

Application Process All applicants must be legally entitled to work in Canada. Metrolinx will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time-sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate.

For Internal applicants, with the recent implementation of the Internal Mobility Policy, the internal recruitment process has changed for non-union roles. Candidates must be in their current role for 12 months prior to applying for another role and each applicant must be in good standing (not participating in a Performance Improvement Plan). Please review all provisions of the policy before submitting your application.

Should it be determined that any background information provided is misleading, inaccurate or incorrect, Metrolinx reserves the right to discontinue with the consideration of your application.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

WE ARE AN EQUITABLE AND INCLUSIVE EMPLOYER.