Specialist, Technical Writing

Job Description

Job Requisition Id: 176305Business Function: CommunicationPrimary City: OttawaOther Location(s):Wherever the selected candidate resides in CanadaProvince: OntarioEmployment Type: Full-TimeEmployment Status: PermanentLanguage Requirement: English EssentialEmployee Class and Level: CPMGA01Number of Vacancies 1Job Closing Date (MM/DD/YYYY): 01/04/2024All qualified candidates will be considered however preference will be given to Indigenous people (First Nations, Metis or Inuit) or persons with a disability. This is a special measure employment equity initiative and candidates from this group who wish to qualify for preferential consideration must self-identify.Job DescriptionThe position is accountable for:Providing the Operations community with a comprehensive and authoritative source of operational information in both official languages, under the general direction of the Manager of Technical Communications.Writing, editing, modifying, and formatting official corporate documentation and communication for new programs and new or revised services.Facilitating inter-functional communication to maximize involvement and results.Developing and maintaining documentation related to policies and procedures for new and existing services and processes.Reviewing and controlling proposed changes to operating procedures (Corporate Manual System - CMS).Revising all CMS procedures, including technical user guides, job aids, handbooks, manuals, etc.Performing other related duties. This position works on and is privy to sensitive and strategic corporation information. Job ResponsibilitiesBelow are the main responsibilities for the Specialist, Technical Writing. Provide the Operations community with a comprehensive and authoritative source of operational information in both official languages.Identify the need for new procedures to prevent duplication.Organize and conduct meetings with all levels of officials at head office and in the field to obtain their views and recommendations on, or contributing to the development of improvements to operations procedures, services and processes; to determine operational requirements; and to resolve contentious aspects of proposed procedural improvements.Formulate operating policies in conjunction with impacted functions.Create/edit drafts using the configuration software and the procedure-writing guidelines.Submit approved policies and procedures to the Change Review Board (CRB) for the configuration control of documents.Oversee the configuration process and submit the official documents to administration for printing and distribution to the field. Administer documentation and communication for new programs and new or revised services.Prepare information items for publication in the Supervisory Briefing Note (SBN).Provide clarification and interpretation of National Mail Operations policies and procedures. Facilitate inter-functional communication to maximize involvement and results.Lead brainstorming sessions focused on the process design; identify problems and mediate to resolve contentious issues.Train functional writers to develop procedures following established corporate guidelines.Conduct further meetings as required, to resolve new and outstanding issues.Determine if escalation is required to resolve exceptional issues. Job Responsibilities (continued) Develop and maintain documentation related to policies and procedures for new and existing services and processes.Develop and communicate new policies for implementation, changes to national operating policies and oversee the writing of operating policies for publication in the manuals, jobs aids, procedures, handbooks, etc.Maintain all documentation, lists and indexes related to corporate operating procedures and policies.Identify documentation needing revision and prioritize based on impact and pre-set schedules. Review and control proposed changes to operating policies and procedures (CMS), including technical user guides, job aids, handbooks, manuals, etc.; received for head office and the field.Identify and recommend priorities and timeframes to be assigned for proposed changes to keep abreast of development in CPC services.Assess feasibility, timeliness, effectiveness of proposed changes and recommend the need for involvement by other groups.Review operational impact of proposed change and advance viable alternatives, when necessary, review for formatting, consistency, and duplication.Consult with all levels of management in the field and at head office to reach an agreement on the scope, implementation, and timing.Develop objectives and plans for the review of proposed changes and design the review and reporting format. Revise all operational procedures and other documentation:Revise documents that have been translated by outside contractors to ensure that corporate and technical meaning is accurate. Perform other duties.Work with stakeholders to go through refresh cycles for older documentsElectronic document dissemination on Intrapost for head office and regions Re-design the procedure development process.Prepare and give presentations to all levels of management as required. Work on and safeguard sensitive and strategic corporation information.Write and edit CMS procedures and corporate policies before they are shared with bargaining agents.This position works on and is privy to sensitive and strategic corporation information, including materials and communications for labour relations and labour negotiations (including negotiations strategy). QualificationsEducation Completed post-secondary, preferably in a related field OR a combination of equivalent professional experience and training.Experience 1 to 3 years of relevant functional experience. 1 or more years of experience in a unionized environment an asset.Other Candidate Requirements Proficient computer skills and competent with Microsoft Office programs. Strong communication, analytical, attention to detail, and customer service skills. Bilingualism would be considered a strong asset.Other InformationHybrid Workplace Your Official Work Location for this position at Canada Post is 2701 Riverside Drive, Ottawa ON K1A 0B1. Based on Canada Post's Hybrid Workplace Practice, and the current physical and client/stakeholder-facing requirements of your role, there may be opportunity for you to perform your work from an Alternate Work Location (such as your home). Please note that although you may have the flexibility to work remotely, your team leader may require you to come to your Official Work Location for specific situations including, but not limited to, internet/network connectivity issues, team building, onboarding new employees, technical training, negotiations, labour disruption, project go-live, productivity/performance.Safety Sensitive PositionsThis position may be considered a Safety Sensitive position and has additional requirements under Canada Post's Substance Use Policy.Employment EquityCanada Post will represent Canada’s diversity and provide a safe and welcoming workplace that embraces and celebrates our differences. We are committed to employment equity and encourage applications from women, Indigenous People, persons with disabilities and visible minorities.Disability is defined as a persistent or episodic physical, sensory, or mental health condition and/or functional limitation. Disability includes both visible and hidden conditions and/or limitations that may impact vision, hearing, mobility, flexibility, dexterity, pain, learning, developmental, mental/psychological, and memory.Conflict of InterestThe Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.AccommodationCanada Post is committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you are contacted by Canada Post regarding a job opportunity, please advise if you have any restrictions that need to be accommodated. All information received in relation to accommodation will be kept confidential.Important MessageYour application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.Our signature behaviours Make the call – We’re empowered to make decisions, respectfully challenge the status quo, and support others to do the same.Know the destination– We understand Canada Post’s strategy and goals and how we contribute to them, and we move forward with open minds when exploring new approaches. Deliver for others – We take pride in doing our personal best, demonstrate care for others, and support and encourage them to reach their potential.Ignite our pride– We play a role in making Canada stronger by celebrating who we are, the communities we service, and issues that matter.Our values Our Values have three dimensions: “We matter as individuals, We matter to one another, We matter to our country”TRUST I earn the trust placed in me every day, and I trust that my safety and well-being are everyone’s top priority.We do our best work when we trust each other.We value the trust Canadians have in us, and understand it is earned with every decision and interaction.RESPECTI understand respect is the foundation of a successful workplace.We respect each other as colleagues and treat each other as we would like to be treated.We respect our country and the communities we serve, and understand we have a responsibility to be a positive force for change.DELIVERI challenge myself to safely deliver every day because what I do matters.We are a network of people, united by what we accomplish and deliver together.Delivering a stronger Canada for Canadians is at the heart of what we do

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