Document Manager

JOB
Position Title: Document Manager Effective Date: April 2024Salary Grade/Range: Maximum Appropriated Salary of $76,000 FLSA Status: Exempt - Administrative EEO Job Category: Professional General Position Summary: The Document Manager will assist in the development and coordination for documents in the Idaho Judicial Branch. The Document Manager is responsible for working with the Idaho Supreme Court (ISC), county representatives and 3rd parties to create and coordinate the creation, posting and preservation of documents. This position will facilitate policy committee meetings that will review all policy, standard operation procedure (SOP) documents and the other documentation. This position reports to the Legal Counsel of the Administrative Office of the Courts (AOC).

EXAMPLE OF DUTIES
(The examples provided do not cover all of the duties which the incumbent of this position may be required to perform.)(The examples provided do not cover all of the duties which the incumbent of this position may be required to perform.)Plans, develop, and assist in writing program policies, SOP’s and any other documents as assigned;Facilitates key support staff for the business /divisional policy committee by setting agendas, tracking progress, and ensuring follow ups are completed; Works with the division leadership and others to translates documentation development, expected outcomes and timelines for the new and existing policies and SOP’s;Manage the versions, posting, archiving, and tracking of all documents for the ISC;Researches all the hierarchical documentation that is required to be noted in each subsequent document. Such as; Rules, Statute, and policies.Develops and implements processes for the updating, creation and archiving of court documentation including but not limited to: Coordination and facilitation of the policy meeting and administrative support needed to ensure ease of participation for the document committee members;Facilitating discussions between the Idaho Judicial Branch, counties, and third parties to ensure clear documentation is available for all parties as appropriate;Developing and distributing updates to stakeholders, leadership and others as needed and as appropriate;Coordinating Idaho Judicial Branch staff, and others for education, training/technical assistance and support of the Idaho Judicial Branch and overall priorities of any new or revised documents;Coordinates with the Public Information Officer (PIO) to prepare informational materials to communicate to the public on policies, and procedures if appropriate;Assisting with the review and editing of reports and other documents;Completing other duties as assigned by the Idaho Supreme Court or designee(s).Coordinates the development, renewal and review process of policies and procedures;Maintains communication with all participants regarding timelines and deliverables of documents;Facilitates staff involvement in the department policy development and application;Provides technical assistance to divisional staff in preparation of written material;Ensures the priorities of the ISC are focused on delivering the approved business documents to support the mission;Promotes an image of a high-quality effort through expertise and responsiveness;Identifies capability gaps on individual implementation teams and assists teams in identifying the right resources as needed;Intervenes, resolves conflicts, provides direction, and challenges committee to seek alignment across the groups as it relates to supporting documentation;

SUPPLEMENTAL INFORMATION
Knowledge, Skills, and Abilities: Knowledge of document management principles, concepts, and practices;Knowledge of quality management and process improvement principles and practices;Knowledge of document retention, version control and creation for organizations;Knowledge of document management applications;Knowledge of and experience with facilitating meetings;Skill in creating clear and concise technical documents for business, and legal documentation; Skill in collaborating and developing consensus among diverse stakeholders over whom you have no formal authority;Skill in establishing and maintaining effective working relationships;Ability to prioritize work in a rapidly changing environment;Ability to observe and suggest continuous document improvements; Ability to gather and analyze facts, draw conclusions, define problems, and suggest solutions;Ability to organize and manage time effectively;Ability to analyze complex issues and data and develop feasible solutions;Ability to follow-through and ensure completion of assignments;Ability to coordinate multiple assignments simultaneously;Ability to work independently and in a team environment;