What are the responsibilities and job description for the Document Control Specialist position at Vets Plus, Inc.?
Document Control Specialist
Position Summary:
The Document Control Specialist is responsible for the administration, maintenance, and continuous improvement of the company's document control and records management systems. This position ensures that all quality, food safety, regulatory, operational, and training documents are reviewed, approved, distributed, revised, archived, and retained in accordance with company policies, FDA regulations, SQF requirements, and applicable customer standards.
The Document Control Specialist serves as the central coordinator for controlled documents and records, ensuring employees have access to current approved versions while preventing the unintended use of obsolete documents. This role supports compliance with 21 CFR Part 507, SQF Food Safety Code, AAFCO requirements, and other regulatory and certification standards applicable to pet food manufacturing.
Reporting Structure:
Reports To: QMS Manager
Works closely with: QA/QC, Production, Maintenance, Supply Chain, R&D and Regulatory Teams
Key Responsibilities:
Document Control Management
- Maintain the company's document control system for policies, procedures, work instructions, forms, specifications, and records.
- Assign document numbers, revision levels, and effective dates.
- Ensure all controlled documents follow established approval workflows.
- Maintain master document lists and document inventories.
- Ensure only current approved documents are available at points of use.
- Remove and archive obsolete documents in accordance with retention requirements.
Document Change Control Administration
- Coordinate document revisions and change requests.
- Verify that document changes have been reviewed and approved by appropriate personnel.
- Track revision histories and maintain document change logs.
- Communicate document changes to affected departments.
Records Management
- Manage retention, storage, retrieval, and disposition of quality and food safety records.
- Ensure records are complete, legible, accurate, and readily retrievable.
- Maintain electronic and hard-copy filing systems.
- Support record retention requirements established by regulatory agencies, certification bodies, and company policies.
Audit and Inspection Support
- Provide requested documentation during FDA inspections, SQF audits, customer audits, and third-party assessments.
- Ensure audit-ready documentation is readily available.
- Assist with corrective actions related to document control findings.
- Training Documentation
- Maintain training records and competency documentation.
- Ensure training records accurately reflect employee qualifications and required certifications.
- Support onboarding and annual training programs.
System Compliance (Verification of compliance)
- 21 CFR Part 507
- SQF Food Safety Code
- Company document control procedures
- Customer requirements
- Applicable state and federal regulations
Electronic Document Management
- Administer electronic quality management systems (EQMS) when applicable.
- Manage user permissions and document access controls.
- Support system improvements and process automation initiatives.
Continuous Improvement
- Identify opportunities to improve document control efficiency.
- Recommend process enhancements to reduce document errors and improve compliance.
- Participate in quality improvement and food safety initiatives.
Leadership
- No supervisory responsibilities for this role.
Environmental Health and Safety
- Adhere to all company safety policies and procedures; actively support a safe and healthy work environment.
Food Safety and Good Manufacturing Practices (GMP)
- Follow all Food Safety and Good Manufacturing Practices (GMP) standards to ensure product quality, integrity, and compliance with regulatory requirements.
Decision-Making Criteria:
Decisions the Position Can Make Independently
- Assign document identification numbers according to company procedures.
- Determine appropriate document formatting and control requirements.
- Return documents to authors for correction when required information is missing.
- Reject document change requests that do not follow established approval processes.
- Archive obsolete documents according to retention schedules.
- Restrict access to obsolete or superseded documents.
- Escalate overdue document reviews and approvals.
Decisions Requiring Management Approval
- Creation of new document control procedures.
- Changes to document retention periods.
- Destruction of records outside established retention schedules.
- Regulatory interpretations impacting compliance requirements.
- Changes affecting SQF, FDA, customer, or certification requirements.
- Implementation of new document management software or systems.
Qualifications:
Minimum Requirements
- Associates degree with 7 years’ experience in food safety and quality in a manufacturing facility OR An equivalent combination of education, training, and relevant work experience that provides the required knowledge, skills, and abilities
- 5 years of document control, records management, quality assurance, or administrative experience.
- Strong problem-solving, documentation, and communication skills
- Ability to travel between manufacturing locations is needed.
Preferred Requirements
- Bachelor's degree in Food Science, Life Science, Quality Assurance, Business Administration, Regulatory Affairs, or related discipline.
- 5 years of progressive food safety and quality experience in a manufacturing facility.
- HACCP and/or Preventive Controls Certification.
- GFSI Scheme experience, preferably SQF.
- Working knowledge of pet food and/or animal feed regulations (FDA, AAFCO, NASC).
- Intermediate Proficiency with MS 360 (MS Office or Google equivalent).
Physical & Work Environment Requirements
- Ability to sit/stand and work at a computer for extended periods.
- Ability to review detailed documentation and records.
- Occasional movement throughout manufacturing and warehouse areas.
- Ability to lift and transport document storage boxes up to 25 pounds when necessary.
Required Skills and Competencies/KPIs
- Strong understanding of document control principles.
- Knowledge of regulated quality management systems.
- Familiarity with SQF and food safety management systems.
- Understanding of FDA recordkeeping requirements.
- Exceptional organizational and time management skills.
- High attention to detail and accuracy.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and deadlines.
- Proficiency with Microsoft Office Suite and document management software.
- Ability to maintain confidentiality of company records and information.
- Document revision cycle time.
- Percentage of documents reviewed on schedule.
- Audit findings related to document control.
- Training record completion rates.
- Accuracy of document revisions and approvals.
- Record retrieval response times.
- Number of overdue controlled documents.
- Compliance with retention and archival requirements.
Salary : $60,000 - $63,000