Document Management Specialist (Measure H) (Grant Funded)

Job description

Document Management Specialist (Measure H) (Grant Funded)

San Mateo County Community College District

Posting Number: 2014794S
Department: Facilities / Public Safety DIST (DEPT)
Location: District Office
Position Number: 1CC005
Percentage of Full Time: 100%
FLSA: Non-Exempt (accrues overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Min Salary: $55,512 (annual)
Max Salary: $71,220 (annual)
Position Type: Classified Positions

Who We Are:
The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on “Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.

The College and the District:
The San Mateo County Community College District is home to Cañada College, College of San Mateo, and Skyline College. All three of our colleges are designated as Hispanic Serving Institutions enrolling approximately 33,000 students each academic year. San Mateo County Community College District has a diverse student population that is a reflection of the communities that is serves. Detailed information about the student population, including data related to student success, can be found on the San Mateo County Community College District’s Educational Services & Planning website.

Who We Want:
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community College District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

The Position:
Under direction of the Director of Capital Projects, the Document Management Specialist performs support functions for the Capital Improvement Project (CIP) documents and archives. Daily functions include varied clerical, logistical and operational duties in coordinating and maintaining the District's construction and business contracts, and capital improvement project records with long-term, historical value. A high degree of independent judgment and creativity are required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. Consequences of errors in judgment can be costly in public relations, employee and staff time, and have a negative impact for future capital improvements and facilities maintenance.

This is a temporary, grant funded position, limited to Document Management Specialist performing work in support of Measure H bond projects and will be eliminated once the funding has been exhausted.

Duties and Responsibilities:
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Archives assigned CIP project files following set filing guides and procedures, as part of the project close out process

2. Assists in coordinating and processing construction and business contracts from the Facilities Planning, Maintenance & Operations Department

3. Assists in coordinating and processing requested revisions to District’s Design Standards and maintains the Design Standards internal/external file repositories

4. Assists in the implementation and maintenance of District’s document management system(s) for the safekeeping of current, accurate, and meaningful records related to construction and business contracts

5. Assists in the management of external certificates of insurance and endorsements and processing of documents related to the District’s OCIP insurance program

6. Follows established indexing/document management protocols to prepare document descriptions and recommend changes as needed

7. Assists in researching, planning, developing, and implementing long and short-range goals for the CIP document filing system, in coordination with the archiving team

8. Recommends, implements, and manages reformatting documents e.g., scanning of original blue prints, conversion of source documents to PDFs; may also prepare records for reformatting. Notifies supervisor of need for document validation when conflicting information is identified in duplicate records

9. Files and cross indexes electronic documents in alphabetical and chronological order or the order best applicable to future retrieval

10. Assists in the District’s contractor and consultant pre-qualification processes; maintaining vendor submitted documents, and performing administrative tasks during open prequalification application periods

11. Performs related work as required

Minimum Qualifications:
• A combination of education and experience equivalent to college level coursework in business administration, office administration or related clerical experience• Successful complex clerical experience of increasing responsibility• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff• Experience with the organization, setup and maintenance of electronic and manual files and records• Experience with directing the work of others• Experience with the use of a variety of computer software to compose and prepare correspondence, reports, presentations, memoranda and other written materials• Experience with research and compiling data for, formatting, and preparing statistical, financial and other reports• Demonstrated skill in multitasking, prioritizing workloads, and working independently• Demonstrated skill in working as part of a customer service team• Valid California Driver’s License (or the ability to obtain one) to be maintained throughout duration of employment with the District

Physical Requirements:
This classification requires the ability to operate a motor vehicle and drive to off campus locations; work involves standard office setting; repetitive use of office equipment, such as computer systems and devices, keyboard, telephone, and scanner; viewing a monitor for extended lengths of time; dexterity of hands and fingers to operate keyboard; work in inactive records storage areas, which may involve exposure to dust; and ability to lift boxes up to 40 pounds in order to perform the essential functions.

Equivalence to Minimum Qualifications:

Knowledge, Skills and Abilities:
1. Understanding of, sensitivity to, and respect for the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff

2. Knowledge of facilities design, construction, and maintenance terminology and concepts

3. Knowledge of document management principles and practices

4. Knowledge of the policies and procedures applicable to a major District or college administrative unit

5. Knowledge of creating and maintaining databases, preferably Microsoft Access and SharePoint; and the use of Internet search engines

6. Knowledge of various computer hardware and software, including word processing, database, and spreadsheet programs

7. Skill in multitasking and prioritization in a fast-paced environment with attention to details and work under deadline and other pressures

8. Skill in written communication

9. Ability to organize and prioritize workloads effectively to meet scheduled deadlines

10. Ability to effectively utilize computer equipment and software in the performance of duties

11. Ability to work independently or as part of a customer service team on assigned projects, communicate clearly and effectively both orally and in writing

12. Ability to analyze data and solve complex problems pertaining to archival methods and procedures; skill in logical sequencing and strategic planning

13. Skill in using a variety of specialized software to work with different types of file formats, such as database, Computer-aided design (CAD), image/graphic, and portable document format files (PDF)

Preferred Qualifications:

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Open Date: 07/18/2019
First Review Date: 08/08/2019
Close Date:
Open Until Filled: Yes

Special Instructions Summary:
Required Application Materials All applicants are required to submit: 1. A completed online District application form (go to to complete the application and to apply for this position). 2. A resume that details all relevant education, training, and other work experience. 3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement. Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills. For questions related to this posting, please contact: SMCCCD Office of Human Resources 3401 CSM Drive, San Mateo, CA 94402 Tel.: (650) 574-6555 Fax:(650) 574-6574 Web Page:

Conditions of Employment:
Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.

5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.

EEO Statement:
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report:
San Mateo County Community College District’s (SMCCCD) 2018 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2018 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2018 Annual Security Report is now available. The Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. You can obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000.

To apply, visit:

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Job No:
Posted: 7/19/2019
Application Due: 8/29/2019
Work Type: