Description

About the job

JOB INFORMATION

Requisition ID: 9946

Number of Vacancies: 1

Department: Light Rail Transit Operations Department (20000060) - Light Rail Transit Operations-Department (30000397)

Salary Information: $83,192.20 - $104,013.00

Pay Scale Group: 8SA

Employment Type: Regular

Weekly Hours: 35 Off Days: Saturday and Sunday Shift: Day

Posted On: August 26, 2024

Last Day to Apply: August 30, 2024

Reports to: Manager, Quality Program

The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."

Career Opportunity

Come join our team at this exciting time and apply for the Document Control Specialist position!

What You Will Do

The primary responsibility of the Document Control Specialist (DCS) in LRT Operations is to effectively manage the Quality Management System (QMS) documentation. This involves maintaining accurate records, ensuring compliance with regulatory standards, and facilitating efficient document control processes within the department. The role of the DCS is crucial in supporting operational efficiency, quality assurance, and continuous improvement initiatives. Key tasks include establishing and maintaining a formal process for managing and tracking all QMS program documentation, designing and maintaining a system for circulating and tracking documents under development, ensuring timely review and approval processes, tracking comments and responses, maintaining accurate version control, and providing a weekly status report on the department's development programs. Reporting to the Manager, Quality Program, the DCS provides planned and systematic oversight to support the development, implementation, and compliance monitoring of the LRT Operations Quality Program Document Control system. This includes reviewing and monitoring internal LRT Operations processes, as well as processes of external service providers, including their quality documents for work with the TTC. The DCS verifies the documented processes through designated software and process design workshops. The successful DCS will play a key role in ensuring QMS compliance with contractual requirements, while also contributing to the overall efficiency and competency of LRT Operations. The incumbent will demonstrate behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment and help to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies. The DCS will be required to participate in the TTC Customer Service Ambassador Program.

What Skills Do You Bring?

• Strong communication and interpersonal skills, with the ability to collaborate effectively with cross-functional teams;
• Well-developed research, investigative, and analytical skills; ability to problem solve using critical thinking;
• Sound judgement and ability to recommend process improvements and solutions to solve complex issues;
• Strong stakeholders management, relationship building, communication (written and verbal), presentation and conflict resolution skills to collaborate at all levels, working with team members, senior management, and process owners;
• Strong planning, organizational, and multi-tasking skills; high attention to detail and accuracy;
• Proficiency in software applications relevant to the work and area of responsibility (e.g. Microsoft Word, Excel, PowerPoint, Visio and SharePoint, Adobe Acrobat Professional)

What Qualifications Do You Bring?

• Completion of a post-secondary college diploma or university degree in a technical related discipline (Engineering, Quality Management, Information and Records Management) or a combination of education, training and experience deemed equivalent.
• Extensive experience in document management and document control function in a project management, engineering, or construction environment.
• Extensive experience in understanding of document control, document management systems and industry best practices as well as information security concepts, processes and practices.
• Experience using quality system, concepts/models, tools and techniques to monitor document integrity and compliance with document management and document control policies and processes.
• Experience with or ability to quickly understand and interpret contractual documents (i.e. Operating & Maintenance Agreements, Project Agreements etc.).
• Strong knowledge and experience of SharePoint and ability to learn and implement new systems and enhancements as required.
• Sound knowledge of the Freedom of Information and Protection of Privacy Act (FIPPA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and the Personal Information Protection and Electronic Documents Act (PIPEDA).
• Knowledge of transit operations and/or QMS transit practices and standards.

What We Offer

• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
• One of the great benefits of being a full-time TTC employee is becoming a member of TTC defined pension plan.
• A comprehensive package that covers health, dental, vision and more.
• Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues’ well-being.

Commitment to EDI

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQIA+ community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Talent Management at (416) 393-4570. Any information received related to an accommodation will be addressed confidentially.

The TTC’s policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.

We thank all applicants for their interest but advise only those selected for an interview will be contacted.