Documentation Specialist

1 week ago

Sherwood Park, Canada Millennium EMS Solutions Ltd. Full time

This position is responsible to assist technical staff in the preparation of reports and the delivery of professional services to MEMS' clients. As a member of Project Services - Production, the primary responsibilities relate to project requirements. This challenging position requires a highly organized individual that involves working for a multitude of people, meeting multiple often-converging deadlines and the ability to work under pressure. The Documentation Specialist ensures that all deliverables including letters, scientific reports (electronic or hard copy) are formatted, compiled, and submitted in accordance with MEMS', Client and Regulatory standards. The ability to adapt to changing demands and deadlines is critical in this role as is utilizing time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.

Additionally, the incumbent will assist the Manager, Corporate Services and Facilities with records and information governance initiatives across the organization. This includes maintaining information on the organization’s internal SharePoint and supporting records management initiatives as needed.

**Key Responsibilities**

Production Responsibilities: (70%)
- Producing technical, corporate, and confidential documents to MEMS, Client and/or regulatory formatting standards including letters, reports, figures, flowcharts and PowerPoint presentations.
- Proofreading and type-editing internal and external deliverables.
- Creating and maintaining MS Word document templates including utilizing and/or creating templates requested by Clients.
- Developing, updating and maintaining Production-specific policies, procedures and work instructions including corporate templates.
- Presenting and maintaining Production onboarding presentation for new staff.
- Preparing documents including disclosure documents, terms of reference documents, advertisements, and large environmental assessment reports.
- Working with vendors, such as print shops, CD publishers and newspapers, as needed.
- Training and mentoring administration staff on completing basic production tasks including QA/QC activities on all produced documents.
- Monitor and assign incoming tasks/workload through a shared Outlook mailbox and internal company system.
- Compilation of reports and other Client-directed deliverables in accordance with Client timelines.
- Utilizing MEMS and/or Client File Transfer System (“FTS”) sites and submitting documents electronically to regulatory bodies.
- Monthly and quarterly reporting of Production stats
- other duties and/or responsibilities as assigned.

Records and Information Governance Responsibilities: (30%)
- Maintain document management best practices within SharePoint including ensuring proper version control, metadata tagging, and content organization, making suggestions for improvement as needed.
- Coordinates ongoing maintenance and clean-up of existing paper and electronic files and records, in accordance with MEMS’ polices.
- Assists with and arranges for transfers of records to off-site storage and retrieval and arranges for confidential destruction of records according to retention schedules.
- Advises groups on established records management procedures, including reviewing and analyzing existing practices, identifying gaps and making improvements to ensure records management policies and guidelines are followed.

**What you bring**:

- Successful completion of Grade 12 and/or working towards a related administrative certificate from an approved business college/institute.

**Other Knowledge and Skills**:

- strong interpersonal skills, including strong written and verbal communication skills.
- ability to work in a fast‐paced environment and handle frequent interruptions;
- ability to take direction and guidance from multiple sources;
- good analytical and problem-solving skills;
- ability to handle confidential and sensitive information;
- capable to work in a team and independently with mínimal supervision;
- ability to perform a high degree of visual attention and mental concentration.
- knowledge of Microsoft Office programs (Word, Excel, PowerPoint, SharePoint); and
- respectful, self-motivated, punctual and reliable.

**Working Conditions**:

- normal office environment that requires sitting for extended periods of time;
- prolonged exposure to computer keyboards and computer screens;
- manual dexterity required to use laptop and peripherals;
- ability to move or lift boxes under 30lbs
- sometimes requires long hours of work.

**About MEMS**

Millennium EMS Solutions Ltd. (MEMS) is an employee-owned environmental consultancy providing environmental, health and engineering services across western Canada since 1998. We are known for our credibility, integrity, technical competence, and our talented staff. We meet and exceed the needs of our client’s projects because we are prepared technically,

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