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Document Control Administrator

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Date: Aug 2, 2019

Location: Duffield, AB, CA

Company: TransAlta

A leader in sustainable energy, TransAlta has over 100 years of experience generating power and is one of Canada’s top 50 Socially Responsible Companies since 2009, recognized as a global leader for sustainability and corporate responsibility standards. TransAlta operates 75 facilities in three countries; Australia, Canada, and United States.

TransAlta is committed to fostering a dynamic, productive and safe work environment. Our employees contribute to a diverse, open, and transparent culture with clear accountability, strong leadership and challenging opportunities for personal career growth.




Please Note: This in an UUWA position covered by the terms of the collective agreement.


The Document Control Administrator will participate in maintaining, coordinating and tracking internal and external Engineering documentation.


The Document Control Administrator will be required to bring a high level of technical expertise and experience to the position while working with other specialists in TransAlta to ensure engineering documents are properly and consistently maintained.


The Document Control Administrator will be required to organize all engineering documents that must be communicated between the Sundance or Keephills Engineering Groups and all external consultants and vendors.  This position will be the subsidiary point for engineering information requirements.




  • As an active team member pursue excellence by application of document management principles, practices and technical standards to achieve information integrity.
  • Maintain consistency throughout all filing, numbering systems and the Document management systems.
  • Track all projects in which drawing changes take place and provide drawing packages.
  • Check-in/out of all drawings outside of TransAlta.
  • Assignment of all numbers for drawings, new equipment, valves and lines - have knowledge of all KKS and TSI numbering systems.
  • Serve as contact for user assistance/searching in the DOC Draw system.
  • Support IT as required to maintain drafting tools (i.e. notification of system problems and testing).
  • Maintain the integrity of the DOC Draw system.
  • Electronically file all transmittals, drawings/documentation received.
  • Manually store all original stamped hard copies of drawings and certifications.
  • Provide drawing copies, plots, reports, information as requested.
  • Serve on the drawing management team and work in liaison with engineering.
  • Minor drafting changes/additions and electronic formatting of drawings.
  • Track, number, update lifting device certifications and drawings.
  • Technical knowledge and understanding of Microstation and AutoCAD drawing programs as well as various drawing software viewers is required for drawing modifications, formatting and numbering
  • Knowledge of advanced Adobe Professional to compile electronic stamped signed (legal) TransAlta documentation  i.e. Construction Work Packages, Professional Engineering Reports etc., for distribution and efficient storage
  • Understand dimensioning and  the use of plotting equipment, large scale and aperture card scanners
  • Assist with roll-out classes for DOC through the TTC Centre
  • Effective implementation of records management practices, including records retention, inventorying, classification, and protection.
  • Identification of existing documentation; input of identification criteria into the database, and creation of a plan to ensure the information is put into the Enterprise Content Management System
  • Ensure that records retention schedules are adhered to and coordinate the transfer and disposition of the records;
  • Serve as a liaison between the Corporate Records Administrator and staff regarding proper corporate records management responsibilities
  • Scanning and inputting of existing and new information into the Enterprise Content Management system
  • Maintain the record retention schedule to ensure compliance with all legal requirements
  • Maintain coding and indexing structures for use in the content management system
  • Organize, review and apply appropriate indexing criteria to documents and accurately classify records as per the classification system
  • Recommend additions and revisions to established classification structures
  • Conduct research, locate documents and records, and create a plan for inputting into the Enterprise Content Management System
  • Collaborate with business units to define work flows and integrate into business processes
  • Ability to work independently.
  • Familiarity with records tracking
  • Other duties as required.




  • Minimum grade 12  education with 3 years experience in document control.  Certification in records management preferred. Good Problem solving, Organizational and Presentation skills
  • Knowledge of Records and Information Management practices and methodologies
  • Ability to complete multiple tasks and meet deadlines in a fast-paced environment
  • Good interpersonal skills, including ability to work collaboratively with other business areas
  • Excellent analytical skills
  • Proficiency in Microsoft Office Suite
  • Excellent verbal and written communication skills


Core Competencies:


  • Attention to detail: the ability to understand and classify information according to functional location; categorize information electronically with a solid understanding of numbering systems and divisions
  • Technical: The dexterity to manipulate Microstation and AutoCAD drawing software; understand various types of viewing software .The familiarity of Document Management technical equipment, such as aperture card scanners, multiple function scanners, plotters and dimensioning
  • Self motivated: Research is an important component of this job and the ability to comprehend and understand electronic searching techniques is imperative.Resourcefulness of interpreting drawing types, ability to qc information for integrity and compliance
  • Accountability: Intelligence to identify various file types and manipulate advanced conversion software for the compilation of legal documentation


Work Experience & Education


  • 3-4 Years’ experience in a records management environment
  • Experience and knowledge of the Power Industry a definite asset
  •  Experience in implementing corporate records management programs



Our comprehensive and flexible benefits, competitive compensation, incentive and rewards programs form the foundation of TransAlta’s excellent employment proposition.


Come on board!


Our commitment is to attract and retain the best talent. Some positions may require the successful completion of one or more background checks such as criminal, medical, or compliance.