Documentation Manager

[Fifi Sherman Klein]

Note:  Please do not reply directly to this message.  Instead, please
refer to the contact information shown below.

POSITION TITLE:  Documentation Manager        	 
DEPARTMENT:   Documentation 

Position is in West Los Angeles, Brentwood area.  The address is 11859
Wilshire Blvd., Ste. 600, Los Angeles, CA  90025.

This is a full-time, full benefits position.  It is on-site. 

POSITION SUMMARY:

Under the direction of the Vice President of Sales, but working largely
independently without direct supervision, oversee the Documentation
Department making sure all internal processes and procedures are followed
and all resources are used to maximum every opportunity for contract
award.

TYPICAL RESPONSIBILITIES AND DUTIES:

Although it is not possible to provide an exhaustive list of all types of
duties, responsibilities, and performance standards, the following are the
essential job functions:

1.	Collect and organize RFPs for inmate telephone services from government
and private prison facilities in preparation of assessment.

2.	Assess the terms of RFPs by collaborating with the sales, finance, and
inmate operations departments to determine if a response is worthwhile.

3.	Provide scheduling of tasks with milestones and deadlines and
communicate these to all parties so that timelines are met for timely
completion and delivery of the RFP.

4.	If an RFP is assessed as worth pursuing, lead the proposal department
staff in research, inter-departmental coordination, document creation, and
shipping processes to ensure timely, appropriate responses and delivery.

5.	Edit all outgoing documents for content accuracy, grammar, and
adherence to company policies.

6.	Monitor workload via meetings and RFP response progress reviews to
ensure staff resources are used in the most efficient manner possible.

7.	Create and/or assist in developing presentations and non-solicited
proposals for the inmate sales division on an as-needed basis.

8.	Attend pre-bid sales conferences as necessary to positively represent
and promote PCS services and to gather crucial information for the
contract bid.

9.	Develop standards and best practices for developing RFPs to maintain
uniformity and efficiency.

10.	Assist the company in reaching its financial goals by controlling
expenses and seeking opportunities for increasing revenue wherever
possible. Develop and monitor the department budget.

11.	Maintain open communication and be available as needed to all team
members so that staff concerns are addressed in a timely manner and
positive morale is maintained.

12.	Monitor staff performance, establish goals and metrics to measure
performance, and hold employees accountable for results.  Provide training
and timely feedback; take appropriate corrective action to remedy problems
in a timely basis.

13.	Participate in and/or lead management level meetings and planning
sessions to share expertise, ask questions, and provide input to further
develop the department and resolve issues.

14.	Conduct regularly scheduled staff meetings to keep staff informed of
events occurring in the company or department, foster a team environment,
and encourage staff to express concerns, report observations, and offer
recommendations and suggestions.

15.	Review and approve all employee time keeping reports to make sure they
are complete and accurate.  Take appropriate corrective action to ensure
the time clock software is used appropriately.  Approve all overtime
before it is worked to ensure unauthorized overtime is avoided and to meet
financial objectives.

16.	Prepare 90-day reviews and annual performance reviews of staff on or
before the due date and create action plans to facilitate further
development.

17.	Continuously evaluate staffing levels to maintain departmental
efficiency; make recommendations to the Vice President of Sales when
staffing levels require adjustment.

18.	Using legal and appropriate interviewing techniques, recruit, hire,
and orient staff per established employment procedures to ensure qualified
applicants are hired, and to minimize turnover and exposure to litigation.

19.	Be familiar with Team PCS’ Employee Handbook in order to fairly and
consistently administer policies and procedures to staff; comply with
company work rules and policies, and respond to directives from management
in a cooperative manner to ensure conformance to standards.

20.	Monitor the workplace for safety-related issues; provide safety
training to staff, as needed, and correct unsafe hazards in a timely
manner so that work-related injuries are minimized; ensure workstations
are maintained in a neat and orderly manner.

21.	Communicate effectively with all levels of staff in a manner that
promotes a team spirit and a sense of cooperation.

PRESENT NEEDS

22.	Recruit and train suitable writers to bring department up to required
staffing levels.

23.	Develop and implement processes and procedures to smoothly and
efficiently manage large RFP responses in conjunction with other
departments.

EDUCATION/EXPERIENCE:

Bachelor’s degree in journalism, English, communications, or other
suitable field, and/or Certificate in Technical Writing and at least 5
years writing experience required.  Prior technical or grant writing
experience, particularly with RFPs, is mandatory.  Prior supervisory
experience required.


KNOWLEDGE:

Expertise needed in computer operation including Microsoft Word, Power
Point, Adobe Acrobat, Excel, Outlook and Project.  Familiarity with screen
capture and graphics programs, such as Publisher and Adobe Illustrator, a
plus.  Knowledge of telecommunications technology a plus.

SKILLS/ABILITIES:
Must be able to multi-task and be well organized.  Must be able to
effectively manage complex projects under tight deadlines.  Must be able
to express thoughts logically in English in written and verbal form using
correct grammar within a business etiquette paradigm.  Must have
supervisory skills and proven leadership ability.
PHYSICAL LIMITATIONS:
Frequent sitting in front of a computer, intermittent walking, standing. 
Gross and fine manual dexterity; able to hear, understand, and interpret
conversation in person, in writing, and over the phone; operate a computer
keyboard; travel to all parts of the country.
JOB REQUIREMENTS:
If required to drive for company business, must have a valid driver’s
license.

Contact Information:

Candidates should email their resumes to: resumes at teampcs.com