Document/Records Control Clerk

Position Description

Job Summary

Document/Records Control Clerk ensures that all designated management system records are properly identified, scanned/filed, stored, protected, are easily retrievable, and retained in accordance with AS9100 standard and specific customer and company requirements.  This will include any records stored offsite. 

Nature of Scope:  Each day, the Document Control Clerk (DCC) will take a cart out into the plant to several document pickup points and collect the production documentation packages and any other documents that need to be scanned.  Through the use of OnBase software and two scanners, the DCC will verify, index, and scan the documents.  Once scanned, the DCC will coordinate the shredding of the original documents with our external document storage vendor, Iron Mountain.  The DCC will be responsible for organizing all types of production and quality records - both in paper form and electronic - so they are properly identified, protected, revision-controlled, easily retrievable, and are retained for the required amount of time.  The DCC will be responsible for maintaining the two scanning devices and learning to trouble-shoot problems with the scanners and the related computer program.  When hardcopy files need to be moved to off-site storage or retrieved from off-site storage, the DCC will be responsible for coordinating all aspects of this activity, including using the Iron Mountain portal and physically preparing and identifying the file boxes to be submitted.  The DCC will be the point person for any audits related to document/records control and will be expected to participate fully in the audits and in any resulting corrective actions.  The DCC will be expected to create and maintain an inventory of all relevant records that support the management system in an Excel spreadsheet or equivalent. The DCC will also be responsible for adding any records to the MQ1 database as needed.  The DCC will also be expected to perform miscellaneous other clerical/administrative tasks/projects as requested by the Quality Manager.

The Document/Records Control Clerk will directly assist the Quality team with a wide variety of projects

  • Create and maintain a matrix containing all relevant records which are part of the management system.  This matrix will include information such location, media, access, owner, etc., of each record.

  • Collect from various areas of the plant on a daily basis all production documentation packages; Oven charts, ECOs, NCRs, and any other records as directed by the Quality Manager, and inspecting them for legibility, proper orientation and completeness, then indexing and scanning them into a record storage database using a scanning machine/computer program.  Once the documents have been verified as successfully scanned, the originals must be placed in designated containers for pick up by Iron Mountain.

  • Coordinate all document shredding activities, as well as submittals of records to offsite record storage at Iron Mountain, including filling out all required paperwork, and accessing the Iron Mountain portal to request storage boxes and/or request pick-ups.

  • Participate in internal and external audits to describe and demonstrate to auditors all aspects of the document/records control process, and complete any corrective actions or improvement opportunities.

  • Perform preventive maintenance on the scanning equipment in accordance with manufacturer guidelines.

 


Required Qualifications

Job Specifications:

 

  • The successful candidate should possess excellent verbal and written communication skills, work well with other employees, but be able to work independently while doing very critical, but repetitive tasks. 

  • Must be reliable and well organized, extremely thorough and accurate.  

  • Must be proficient using Microsoft Office applications (especially Excel and Windows File Explorer) and accessing/using portals. 

  • Basic trouble-shooting skills are a plus in order to maintain the scanning devices. 

  • Ability to maintain confidential and sensitive information

  • Previous clerical/administrative experience is preferred. 

  • Knowledge of the AS9100 or ISO9001 standard is also preferred.

 

 


Additional Description

Applicants must meet all of the following qualifications to be considered:

  • Must be a US person.
  • High School Diploma or GED is required.

Company Summary

Saint-Gobain Performance Plastics is one of seven businesses within the Innovative Materials Sector, which is spear-heading the advancement of innovation within the Group. Performance Plastics is a recognized leader in the advanced polymer technology market with access to state-of-the-art manufacturing and research & development facilities around the world.

Through close partnerships with our business leaders, our team works to support the achievement of business goals while emphasizing the PPL values of accountability, trust, initiative, respect and helping.

Saint-Gobain provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Saint-Gobain is an equal opportunity employer of individuals with disabilities and supports the hiring of veterans.

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Document/Records Control Clerk

Location: Garden Grove

Posting Date: 01/14/2021

Job Code: 584631

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