Documentation and SharePoint Coordinator

5 days ago

San Diego, United States The Select Group Full time
Job Details

Company Name: Top utility company in Southern California
Position Title: Documentation and SharePoint Coordinator

Hybrid Schedule: Tues/Wed/Thurs Onsite (3 days/week) | Mon/Fri Remote (2 days/week)
Work Location: (Kearny Mesa), San Diego, CA 92123
Work Hours: 8:00am-5:00pm

Must-Have Skills:
  • 3-5+ years of professional experience in a related role
  • SharePoint Experience: Excellent ability to organize and categorize information logically within SharePoint, making it easy for users to locate necessary materials quickly
    • Creating a new SharePoint site
    • Adding pages and creating customized lists and libraries
    • Organizing document libraries and file folder structures
    • Managing groups and permissions
    • Adding basic web parts (e.g., text, images, links, or calendars)
    • Knowledge of content types and version control
    • Ability to troubleshoot issues within SharePoint and recommend improvements to enhance the functionality and accessibility of the site
  • Process Documentation Experience: Strong attention to detail for maintaining accurate, up-to-date, and well-organized documentation and ensuring quality and consistency across all training materials
    • Experience in creating and maintaining technical documentation, job aids, or process materials for training purposes
    • Proficiency with Visio (or a similar workflow tool) to create process maps and flowcharts that support training materials and operational procedures
  • Strong written and verbal communication skills to work with cross-functional teams and ensure alignment on documentation standards and processes
  • Ability to work collaboratively with subject matter experts and adapt based on feedback
  • Excellent problem-solving skills and the ability to quickly familiarize oneself with new systems and processes
  • Proficiency in the Microsoft Office Suite, including Outlook, Excel, PowerPoint, Word, and Teams

Nice-to-Have Skills:
  • Background in an industry requiring compliance and standard operating procedures (such as healthcare, utilities, or finance) is beneficial

Project Details: This team is responsible for developing and maintaining training materials and process documentation for Service Dispatchers, who play a critical role in dispatching field crews to emergency events for Gas and Electric customers. Due to the urgency of these situations, Service Dispatchers need quick access to job aids and process documents to efficiently execute tasks in the dispatching system and promptly direct crews to the necessary locations.

In this role, you will focus on building, maintaining, and enhancing SharePoint sites that serves as a central repository for essential training and procedural materials. This will entail setting up a new Crew Dispatch Site to mirror the existing Service Dispatch Site, organizing document libraries for easy searchability, and uploading materials to their appropriate locations. Additionally, you will support the team by standardizing, updating, and creating workflow documents as needed. The ideal candidate will be proficient in SharePoint, Visio, and technical documentation, with a strong aptitude for organizing and standardizing information for easy access.

Responsibilities:
SharePoint Management:
  • Build and organize the Crew Dispatch Site on SharePoint, replicating the established Service Dispatch Site layout.
  • Organize and categorize information logically within SharePoint lists, libraries, and folder structures, making it easy for users to locate necessary materials quickly.
  • Manage groups and permissions to control who can access specific resources within SharePoint, and what actions they can perform on that content.
  • Set up content types and version control to manage information consistently and efficiently across the organization.
Process Documentation Management:
  • Transfer information from other platforms to SharePoint.
  • Maintain, update, and standardize training materials, job aids, and process documents across SharePoint sites to ensure consistency and ease of use.
  • Use Visio to create flowcharts and process maps for new and updated workflows, providing dispatchers with clear, step-by-step guides.
  • Collaborate with subject matter experts to ensure the accuracy and clarity of all materials.

TSG is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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