Document Control Specialist in Stratford, Connecticut at Hubbell Electric Heater Co

Summary

The Document Control Specialist is responsible for supporting the company's document control system and ensuring that controlled documents and quality records are properly created, reviewed, approved, distributed, maintained, revised, and archived.

This position supports the organization's Quality Management System (QMS) and helps maintain compliance with applicable ISO 9001:2026 requirements, NAVSEA requirements, customer contractual requirements, and internal procedures. The Document Control Specialist works closely with Quality, Engineering, Manufacturing, Purchasing, Program Management, and other departments to ensure personnel have access to the current, approved versions of required documentation.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a regulated manufacturing environment where accuracy, traceability, configuration control, and records integrity are critical.

Essential Duties
and
Responsibilities

Document Control

• Maintain the company's controlled document system, including policies, procedures, work instructions, forms, specifications, and other controlled information.

• Process document revisions through established review and approval workflows.

• Verify that documents contain appropriate revision levels, effective dates, approvals, and other required identification and control information.

• Ensure obsolete or superseded documents are removed from points of use or appropriately identified and retained when required.

• Maintain document distribution lists and ensure controlled documents are available to authorized personnel.

• Maintain electronic and, when applicable, hard-copy controlled documents.

• Establish and maintain organized document and record filing systems that support rapid retrieval and traceability.

• Assist with document numbering, revision control, change tracking, and document status identification.

• Support the conversion, scanning, indexing, and electronic storage of controlled records.

ISO 9001 / QMS Support

• Support the Quality Management System by maintaining accurate and current documented information.

• Assist with implementation and maintenance of document-control processes consistent with applicable ISO 9001 requirements.

• Support internal and external audits by retrieving controlled documents and quality records and providing objective evidence of document and record control.

• Identify documentation that is missing, outdated, incomplete, or inconsistent with established requirements and escalate issues appropriately.

• Support corrective action activities involving document revisions or updates.

NAVSEA and Defense Contract Support

• Maintain traceability and configuration control of applicable customer and contract documentation.

• Support audits, surveys, source inspections, and customer reviews by providing accurate and retrievable documentation.

• Follow company requirements for handling controlled technical information, proprietary information, and other protected records.

• Escalate suspected discrepancies involving customer-controlled documentation, configuration, revision status, or record integrity.

Records Management

• Maintain quality records in accordance with established retention, storage, identification, retrieval, protection, and disposition requirements.

• Monitor record retention requirements and assist with authorized disposition of expired records.

• Verify records are legible, complete, properly identified, and retrievable.

• Maintain records associated with inspections, testing, calibration, training, nonconformances, corrective actions, audits, production, and other QMS activities as assigned.

• Support electronic records management and database/document-management activities.

Cross-Functional Support

• Provide guidance to employees on document-control procedures and proper use of controlled documentation.

• Communicate document revisions and status changes to affected personnel.

• Assist with periodic reviews of procedures and work instructions to ensure documents remain current and effective.

• Perform other quality and document-control duties as assigned.

Qualification
Requirements

To perform this job successfully, an individual must be able to perform the essential duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education
and/or
Experience

• High school diploma or equivalent required; associate degree or technical/quality-related education preferred.

• 1–2 years of administrative, manufacturing, quality, records-management, or document-control experience preferred; relevant entry-level candidates will be considered.

Preferred Qualifications

• Familiarity with ISO 9001 Quality Management Systems.

• Familiarity with document control, configuration management, or quality records.

• Experience supporting internal, customer, or third-party audits.

• Familiarity with engineering drawings, specifications, work instructions, and manufacturing documentation.

Knowledge,
Skills & Abilities

• Strong attention to detail and organizational skills.

• Ability to follow established procedures and recognize when documentation does not meet requirements.

• Strong computer skills, including Microsoft Office applications.

• Ability to manage multiple documents, revisions, deadlines, and priorities accurately.

• Strong written and verbal communication skills.

• Ability to maintain confidentiality and exercise sound judgment when handling controlled information.

• Ability to work effectively with personnel at all levels of the organization.

Key Competencies

• Attention to Detail: Accurately identifies revision, approval, formatting, and recordkeeping discrepancies.

• Organization: Maintains orderly and readily retrievable documentation.

• Integrity: Protects the accuracy and integrity of controlled records.

• Accountability: Follows established procedures and completes assigned document-control activities on schedule.

• Communication: Clearly communicates document status, changes, and issues to affected personnel.

• Problem Solving: Recognizes documentation problems and works with appropriate personnel to resolve them.

• Confidentiality: Handles controlled, proprietary, and customer information appropriately.

• Teamwork: Collaborates effectively across Quality, Engineering, Manufacturing, and other functions.