Documentation Specialist

2 weeks ago

Montréal, Canada Domtar Full time

**Position title**:Documentation Specialist

**Location**:Montreal

**Reports to**:Director, HR Shared Services

The HR Shared Services (HRSS) Documentation Specialist is a specialized role within the HRSS team. This role is responsible for creating/updating process maps for existing and/or new HRSS processes and subsequently drafting/updating detailed Standard Operating Procedures (SOP’s) in support of operational excellence.

The Documentation Specialist collaborates with all members of the HRSS team to review process flow and may offer recommendations, solutions and action plans to improve HRSS efficiency and effectiveness. The role will also collaborate with various project teams as new/modified procedures frequently result from projects. As a result, this role regularly contributes to HRSS governance and a continuous improvement culture.

**Job Responsibilities/Accountabilities**:

- Create and/or update detailed Standard Operating Procedures (SOP’s) and process maps, Quick Reference Guides (QRG’s) and/or Job Aids for existing and/or new HRSS processes.
- Collaborate with process Subject Matter Experts (SME’s), and process stakeholders to understand job tasks, review workflow and document accordingly.
- Review existing process maps and SOP documentation for clarity and update as required. This will include process harmonization (to the extent possible) and optimization (efficiency gains) in close collaboration with the Process Improvement team
- Key contributor to HRSS projects related to process optimization efforts, technology (ex: Robotic Process Automation) and HRSS Governance (scheduling, tracking and completion of process audits) in close collaboration with the HR Process Improvement team.
- Document library management within Sharepoint to ensure user friendly, easy to source and access process specific materials

**Key skills**:

- Exceptional writing skills that include a proven ability to write procedures that are cohesive, clear of grammatical and syntax errors and working with SMEs to ensure process steps are accurate.
- Ability to communicate complex ideas in a clear, concise manner easily understandable to end user
- Practical experience with process mapping, process documentation, process improvement
- Excellent attention to detail and organizational skills
- Ability to analyze issues and situations systematically and propose solutions for consideration
- Highly motivated and proactive
- Highly collaborative with the ability to build productive, constructive working relationships
- Capable of working independently
- Ability to build trust and demonstrate expertise both in person and virtually
- Strong communication skills
- Practical experience with Visio or other process mapping tools / software
- Excellent MS Office suite skills

**Professional Experience/Qualifications**:

- College degree or Bachelor’s degree in Business, Human Resources, Technical Writing or Library Sciences (or equivalent work experience)
- 2 - 3 years applicable work experience
- Proven experience drafting detailed procedures, process workflows
- Familiarity with process improvement concepts including Lean Six Sigma (an asset)
- Understanding of document management taxonomy strategies
- Experience within HR or IT Shared Services context a definite asset
- Experience with case/knowledge management tools (an asset)
- Project management skills an asset
- You must successfully complete a selection process that includes interviews, aptitude tests (for some positions)_
- Domtar is an equal opportunity employer. We invite women, Aboriginal peoples, persons with disabilities and members of visible minorities to apply._

**Our offer**:

- A downtown location (Place-des-Arts metro);
- Alternative Work Arrangements; hybrid remote work and flextime;
- A modern, spacious and dynamic environment;
- Competitive compensation, including annual bonus plan;
- An extended flexible insurance plan (life, medical, dental);
- An employee assistance program;
- A pension plan with matching company contributions to help make planning for your retirement easy;
- Employer-paid development and continuing education;
- A childcare Centre on location.

**About**

Domtar is a leading provider of a wide variety of fiber-based products including communication, specialty and packaging papers, market pulp and airlaid nonwovens. With approximately 6,000 employees serving more than 50 countries around the world, Domtar is driven by a commitment to turn sustainable wood fiber into useful products that people rely on every day. Domtar’s principal executive office is in Fort Mill, South Carolina and Domtar is part of the Paper Excellence group of companies.

**Job Types**: Full-time, Permanent

Pay: From $60,000.00 per year

**Benefits**:

- Casual dress
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site childcare
- Paid time off
- Vision care

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