Documentation Control Specialist

22 hours ago

Ottawa, Ontario, Canada Calian Advanced Technologies Full time

Calian Advanced Technologies is seeking an experienced Documentation Control Specialist to join our team in Ottawa, ON.

We are offering a competitive salary of $60,000 - $80,000 per year, depending on experience.

About the Role:

The successful candidate will be responsible for supporting the management of Common Aviation Equipment Publications (CAEP) within our Advanced Technologies Business Unit, under the Defence and Engineering departments.

This role involves extensive research, assembling Technical Data Packages (TDPs), and coordinating with multiple stakeholders, including the Technical Authority (TA), Life Cycle Material Manager (LCMM), Life Cycle Management Specialist (LCMS), Interactive Electronic Technical Manual (IETM) service provider, Publications Management Services (PMS) provider, Directorate of Supply Chain Operations (DSCO), and the Canadian Forces Publications Depot (CFPD).

Responsibilities:

  • Support the promulgation, adoption, amendment, and rescission of CAEPs.
  • Coordinate the transfer of publications, amendments, and data with stakeholders, including TAs, LCMMs, field units, DSCO, Supply Manager, PMS, and IETM contractors.
  • Maintain a publications management register tracking documentation, such as publishing service requests, change transmittal forms, certificates of validation, discrepancy reports, etc.
  • Use the Department of National Defence's Records, Document, and Information Management System (RDIMS) to manage publication information.
  • Reserve and rescind National Defence Index of Documentation (NDID) numbers and update metadata with DSCO.
  • Maintain a master and archival library of active and rescinded publications relevant to common aviation equipment in CAF inventory.
  • Track and manage the distribution of publications, coordinating and updating distribution lists using the DSCO Publication Distribution Information System (PDIS).
  • Manage plate holdings for CAEP and coordinate updates to equipment listings from external sources.
  • Ensure compliance with ITARS and Controlled Technology Access and Transfer (CTAT) requirements, including proper identification and facilitating access.
  • Ensure publications comply with language policies.
  • Assist LCMMs/LCMSs with identifying, isolating, and researching Illustrated Parts Lists, resolving part number and NATO Stock Number discrepancies.
  • Perform additional publication management tasks as required by the TA.
  • Maintain an electronic library of work in progress, deliverables, and review comments, with version control.

Requirements:

  • Must hold a valid Secret Level II Government of Canada Clearance.
  • 3 years (within the past 5 years) of publication management experience as a primary responsibility. This includes tasks like publishing new documents, updating or amending existing documents, and removing outdated publications from use.

Software Skills:

  • Email Software: e.g., Microsoft Outlook
  • Word Processing Software: e.g., Microsoft Word
  • Spreadsheet Software: e.g., Microsoft Excel or DAMS
  • Presentation Software: e.g., Microsoft PowerPoint
  • Web Browser: e.g., Microsoft Edge
  • Team Collaboration Software: e.g., Microsoft SharePoint or Microsoft Teams
  • PDF Software: e.g., Adobe Acrobat or Foxit for creating/editing PDFs
  • IETM Software: e.g., CAEP IETM or CH146 IETM
  • Electronic Records Management System: e.g., RDIMS used by DND

Additional Requirements:

  • May be required to travel outside the National Capital Region.

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