Hi, I’m
Ellyn Groves
Portland,United States
Summary
Document Control Specialist experienced in storing, managing and maintaining documents while ensuring accuracy and quality. Process documents for revision and approval, organize documents from conception to distribution and filing and create systems to be used to train staff on document control processes. Growth mindset and willing to help team move business forward with any task.
Overview
11
years of professional experience
Work History
Northwest Requirements Utilities - Power Services
Resource Analyst, Document Control Specialist
08.2021 - Current
Job overview
- Developed document management protocols and user engagement practices following ISO 15489 document management standards.
- Performed root cause analysis on public utility issues and inefficiencies with power supply/delivery, identified and modeled results for quarterly board meeting presentations.
- General tracking, reporting, document conversion and archiving of multiple layers of financial, Federal and public utility member contracts.
- Billing/Invoicing/Credit Support Reserves monitoring and verification for accuracy of monthly, multi-million dollar transactions between public utilities and non-federal power suppliers.
- Created and distributed weekly and quarterly energy market and industry updates using historical MID-C and SUMAS forward price curve data analysis.
- Maintained company-wide document tracking database to follow documents' migration through processing sequence.
- Tracking, renewal, maintenance and distribution of software security certificates, user data/permissions and registrations on multiple platforms.
- Maintained document control system, updated procedures, associated databases and held staff trainings on change implementations.
Northwest Requirements Utilities
Office Administrator
03.2020 - 08.2021
Job overview
- Developed electronic filing system for retrievals dating back to 1982 using ISO 15489 standards, including training staff on software and storage guidelines.
- Restructured the design and implementation of overall organization documentation standards, numbering conventions and templates.
- Engaged in daily collaborations with staff, staff counsel, public utility managers and Federal staff to identify document-related issues and resolutions, both electronic and on-site.
- Maintained (cloud-based and web-based) document control systems and updated work instructions, procedures and associated databases.
Seamless Event Solutions
Head Bookkeeper, Office Administrator
07.2018 - 03.2020
Job overview
- Provided comprehensive accounting support to company by managing functions like payroll, accounts payable, accounts receivable and business expense processing.
- Maintained electronic and paper document management systems using ISO 15489 standards.
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
- Identified appropriate marketing channels and target customers for campaigns.
- Wrote engaging and successful marketing, advertising, and website copy.
Law Offices Of A. Alexander Hamalian
Document Control Specialist, Office Administrator
10.2017 - 04.2019
Job overview
- Provided comprehensive accounting support to company by managing functions like payroll, accounts payable, accounts receivable and business expense processing.
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions.
- Implemented document control system and updated work instructions, procedures and associated databases - including paper to electronic conversion, adhering to legal record retention practices, regulatory requirements and client notifications.
M-SIX Techonolgy, Inc.
Office Administrator, Document Control Specialist
05.2012 - 04.2019
Job overview
- Developed and maintained electronic and paper records and documents management systems using ISO 15489 Standards.
- Coordinated communications, financial processing, registration, recordkeeping, and other administrative functions relating to legal structure, new hire practices and training materials (internal and external).
- Provided comprehensive accounting support to company by managing functions like payroll, accounts payable, accounts receivable and business expense processing, monthly reconciliations and reports.
- Developed and edited employee handbook and training materials to improve accuracy of language, flow, readability and compliance.
- Worked with senior accounting staff to prepare financial documents and reports such as bills and invoices, year-end analysis, budgets, financial records, and financial statements.
- Contributed to development of office operations and improved accounting procedures by implementing accounting databases and software.
- Collaborated across departments and levels of management to gain consensus on procedural documentation.
- Created and maintained user accounts and properly routed documents for approval and training.
- Developed and executed system implementation plans to permit integration of users and documentation for company mergers.
Skills
- Proficient in the following web-based and cloud-based storage, collaboration and sharing platforms: Egnyte, Adobe, Sharepoint, OneDrive, GoogleDocs, DropBox, Wiki (internal and external)
- Data Modeling
- Policy Development & Improvements
- Budgeting and Forecasting
- Records Management Systems
- Archival Databases
Timeline
Resource Analyst, Document Control Specialist
Northwest Requirements Utilities - Power Services
08.2021 - Current
Office Administrator
Northwest Requirements Utilities
03.2020 - 08.2021
Head Bookkeeper, Office Administrator
Seamless Event Solutions
07.2018 - 03.2020
Document Control Specialist, Office Administrator
Law Offices Of A. Alexander Hamalian
10.2017 - 04.2019
Office Administrator, Document Control Specialist
M-SIX Techonolgy, Inc.
05.2012 - 04.2019
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