Operations Document Specialist

Primary Responsibilities :
Job Responsibilities

Primary Goals: Implement and maintain a Document Control System. Identify, document and maintain Operational Documents such as Policies, Procedures and Work Instructions for Core Process Three Departments on the IMS Intranet. Provide reps easy access to up-to-date process information, support reps in giving "excellent customer experiences" for our merchants by providing easy to understand and use operational documents.

1. Provide complete and accurate Operational Documents for CP3 Departments, developing comprehensive "Document Control and Quality System" for process management and excellence.
a) Identify, document and maintain process information used by CP3 departments.
b) Implement the use of a style guide and template for all documents.
c) Implement controls too confirm document accuracy and provide an audit trail.
d) Set up a document review process to ensure that documents are up to date.
e) Implement an update tracking process to track all updates by documenting the history of all changes to documents.
f) Implement request process for new and updates to existing documents.

2. Provide one specific place for all CP3 departments to access operational documents. Publish and maintain operational documents on the IMS Intranet to provide easy access.
a) Redesign the organization/navigation scheme of the existing IMS Intranet site using Macromedia RoboHelp to display procedures by department and category.
b) Publish and maintain all documented procedures including alerts and promotion announcements on the IMS Intranet site. (Daily)
c) Maintain Intranet site by publishing new and updated procedures. (Weekly)
d) Work with MIS to establish a publication and file backup schedule.
e) Work with the Learning and Development Department and Merchant Services Department leaders to pilot, educate and eliminate all outdated notes, manuals and emails used as a source to communicate procedures to the CP3 reps.


Qualifications :
Requirements:
The candidate must turn complex technical information into easy-to-understand, accurate content. The candidate must be detail-oriented and focused on quality. The candidate must be able to gather information from Subject Matter Experts at multiple organizational levels. Must have the ability to adhere to documentation schedules and meet deadlines. The candidate must be able to handle multiple priorities simultaneously. The candidate must be familiar with style guides, possessing excellent verbal and written communication skills.

Skills:
The candidate must have proven operational knowledge and skills using MS Office, RoboHelp, Adobe Acrobat, Photoshop, Flash, and HTML. The candidate must have proven understanding and results using desktop publishing and document management systems.