Salary : $96,884.00 - $135,637.00 Annually
Location : Millbrae, CA
Job Type: Full-Time
Job Number:
Division: Rail
Department: Rail Development
Opening Date: 06/13/2026
Closing Date: 7/5/2026 11:59 PM Pacific

General

TheProgram Management Document Control Analyst position reports to theRecords Manager andis responsible forproviding document control support toEngineering,Capitaland Modernization (ECM) Division. This includes overseeing records retention, cataloging, Electronic Document Records Management System (EDRMS) administration, and project document control for allCapitalProjectsfor the Peninsula Corridor Joint Powers Board (JPB).
Essential Functions & Duties

• Provide document controlexpertiseand project support to Caltrain'sECM division, covering operational systems, construction and capital projects, and federal and local regulatory compliance.
• Integrate with projectdeliveryteams asaDocument Controls subject matter expert and resource to ensure required document control through the project lifecycle from beginning to closeout, closelyloggingand tracking submittals, responses, and all otherappropriate records.
• Provide continuous analysis of document control processes and tools while seeking opportunities to refine, streamline, and promote efficiency and effectiveness.
• Ensure standardization across all departments relatingtoversion control, file structure, and records retention.
• Manage the use of the EDRMS through retrieving records, managing permissions, creating workflows, and training users.
• Review inventory and catalog existingraildepartment records, files, documents and drawings, using set procedures and standards.
• Develop and document guidelines, project document control procedures; collaborate with O&M, ROW maintenance,train project and field document control to ensure that all documentation is being retained in the EDRMS, as required by procedure and retention rules, in a timely manner after the project progresses to another phase.

Examples of Essential Duties:

• Set up andmaintainProject Document Control directories in the JPB Document Control database and support Field Office Project Document Control activities.
• EstablishCapital Project document filing index and breakdown structurethatis tailoredto specific Projects.
• Support andmaintainCapital Project Contract DeliverablesRequirement List (CDRL)
• EstablishProject submittal and deliverable review distribution matrix
• ProduceProject submittal and deliverable status dashboard for Project Mangers
• Evaluateboth paper and electronicmaterials for retention and catalog and send off site or digitize as needed.
• Consult and work with district personnel on records management and retention related policies, and any related IT matters.
• Provide general document organization and retention advice to the Construction & Design Department
• Provide guidance to Document Control personnel whoare responsible foraccurately receiving,logging,recording, filing, tracking,and retrieving onall project documents, such ascorrespondence, engineering drawings, CAD files, schedules, agreements, contractor invoices,blueprintsand manuals, etc.
• Administer the EDRMS and any related software by creating andmonitoringpermissions, creating document types,document type groups, and custom queries, and setting retentionrulesas necessary.
• Work directly with the Engineering Department tomaintainand manage both electronic and hard copy files of design and construction record drawings.
• Work with employees, legal, andIT, tosearch through records to answer California Public Record Act Requests (CPRA) as needed.
• Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures to reduce oreliminateaccidents.
• Perform other duties as assigned.

Minimum Qualifications

Sufficient experience, training and/or education demonstrated knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• A bachelor's degree in library science, Information Governance, Engineering, or related field.
• Two years of full-time experience with document control for engineering, construction, Capital Delivery or closely related field. In lieu of a degree six years of full-time experience in document control.

Preferred Qualifications:

• Certified records analyst (CRA) or manager (CRM).
• Experience with Enterprise Content Management (ECM)/Electronic Document Records Management Systems (EDRMS) applications
• Experience with OnBase, SharePoint, and Unifier.
• Experience in public transportation, facilities management, railroad, engineering or construction industry
• Must be able to handle multiple projects simultaneously.
• Proficient in the use of MS 365, Electronic Records Management (ERM) database and spreadsheet programs, and CAD files.
• Good oral and written communication skills.
• Highly organized and detail oriented.
• Demonstrated history of working independently and exhibiting "ownership" of outcomes.
• Ability to move boxes 25-30 lbs.

The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.
How to Apply

• Complete an online employment application by 11:59 p.m. of the listed closing date. Resumes and cover letters will not be accepted in lieu of fully completed applications. It is the applicant's responsibility to ensure that applications are completed with all relevant information (experience, education, certifications, licenses, references and/or other information).

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health and Welfare Benefits:

• Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program. The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
  
• Free Dental and Vision Benefits provided - Employer Covers Premiums
  
• Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.

• Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.

Retirement Medical Benefits:

• Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
  
• Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.

Holidays and Paid Time Off:

• Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.25 hours). As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
  
• Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
  
• Floating Holidays - District employees can earn up to five (5) floating holidays.

Financial Planning Benefits:

• Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.

• CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
  
• Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
  
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
  
• Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.

Growth and Education Benefits:

• Professional Development - Access to LinkedIn Learning and San Mateo County's professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
  
• Computer Loan Program - Interest-free two-year loan with a maximum amount of $2,000.

Other Amazing Benefits:

• Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
  
• Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
  
• Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.

For union employees, all of the above benefits are subject to the employee's Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.