Process Documentation Specialist (2-Year Contract)IT SERVICES-Client Delivery Temporary Full Time Markham, ON, CA Information Technology Services, Corporate ServicesAffiliation: About the City of MarkhamThe City of Markham is consistently ranked among Canada’s top municipal employers. placing third among municipalities and 15th overall in Government Services. An award-winning municipality, Markham is recognized for its leadership in sustainability, innovative urban planning, and strong fiscal management. Serving a diverse and growing community of more than 370,000 residents, Markham combines rich heritage with a vibrant local economy and offers employees the prospect to contribute to meaningful, impactful work that helps strengthen the community we serve.

Job SummaryReporting to the Manager, IT Project Delivery, the Process Documentation Specialist is responsible for analyzing, documenting, and standardizing end-to-end business processes and system workflows across City operations, and for supporting change management activities that prepare staff to adopt new processes and systems. The position works with business subject matter experts, project teams, Information Technology Services, the ERP Program Change Management Lead, and vendors to assess role-based change impacts and create clear, accurate, and usable process maps, standard operating procedures (SOPs), work instructions, job aids, training manuals, and change communications. The role captures system steps and screenshots, validates documentation with process owners, maintains version control, and supports stakeholder engagement, knowledge transfer, end-user training, and user readiness and adoption through go-live and sustainment Plan and facilitate process discovery sessions, interviews, workshops, and observation activities with business process owners, subject matter experts, project teams, and vendors.

Document future-state business processes, system workflows, roles, hand-offs, decision points, controls, inputs, outputs, exceptions, and dependencies Develop clear process maps and workflow diagrams using standard notation and tools such as Microsoft Visio, swim lanes, and decision flows. Create and maintain standard operating procedures (SOPs), desktop procedures, work instructions, quick-reference guides, job aids, knowledge articles, and role-based training manuals. Capture, edit, label, and organize system screenshots and step-by-step instructions to accurately reflect Workday HCM, Workday Finance application processes.

Apply approved templates, naming conventions, accessibility practices, document standards, metadata, and version-control requirements. Maintain a documentation inventory, traceability,



review schedule, change history, and repository structure to ensure materials remain current and easy to locate. Identify inconsistent, duplicate, outdated, or missing process documentation and recommend opportunities for standardization and continuous improvement.

Work with project managers, business analysts, change management, training, functional leads, and technical teams to align documentation with project milestones, configuration, testing, deployment, and operational readiness. Support role-based change impact assessments and translate impacts into the job aids, training, and communications each end-user role requires.

Support

Workday releases, configuration changes, enhancements, and post-production updates by completing impact assessments and updating affected procedures and training materials. Develop role-based learning content and support knowledge-transfer sessions, demonstrations, train-the-trainer activities, and end-user training as required. Manage multiple documentation assignments and priorities while meeting quality, confidentiality, accessibility, and schedule expectations.

Perform documentation quality assurance to verify completeness, accuracy, consistency, readability, accessibility, and alignment with approved business processes and system functionality. Coordinate periodic reviews with document owners and track revisions arising from policy, process, organizational, or system changes. Provide advice and coaching to project and business teams on process mapping, procedure writing, and sustainable documentation practices.

Prepare documentation status updates, risks, issues, and completion metrics for project managers and governance forums.

College

Diploma in Computer Science, Business Administration, Business Process Management, Technical Communication, Information Systems, Human Resources, Finance, Education, or a related discipline, or an equivalent combination of education and experience. Minimum of three (3) years of progressively responsible experience in change management, training development, technical writing, end-user documentation, or a related field. Business analysis certification or formal training aligned with the Business Analysis Body of Knowledge (BABOK) is an asset.

Project Management

Professional (PMP)



certification or an equivalent project management designation is an asset.

Certified Business Analysis

Professional (CBAP) or Certification of Capability in Business Analysis (CCBA) designation is an asset.

Business Process

Management (BPM) certification or formal training is an asset.

Lean Six

Sigma certification or formal training is an asset.

Experience supporting or contributing to enterprise resource planning (ERP) implementations, particularly within Human Resources and/or Finance systems.

Experience supporting system implementations within the public sector is an asset. Exceptional written and verbal communication skills, with the ability to translate for both technical and non-technical audiences. Proficiency in business process modelling and documentation tools, such as Microsoft Visio and Business Process Model and Notation (BPMN).

Proficiency in project and knowledge management tools, such as Jira and Confluence. Knowledge of the systems development life cycle (SDLC), Agile, and Waterfall methodologies is an asset.

Experience working within public sector organizations, with an understanding of government operations, policies, and regulatory environments, is an asset. Meets or exceeds service standards when interacting with customers in the community and in the organization.

Change & Innovation: Responds positively and professionally to change and helps others through change.

Teamwork & Relationship Building: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation. Core ValuesAt the City of Markham, our work is guided by a shared set of core values that shape how we serve our community and support one another. the consistent delivery of high-quality efficient and customer‑centric service that exceeds expectations.

Accountability : our obligation to be responsible and accountable for our actions, decisions and performance. We are looking for candidates who bring these values to life through their actions, decisions, and leadership approach.

Working

ConditionsWork is performed primarily in an office environment and may include the following working conditions: Conditions of EmploymentSatisfactory completion of a Criminal Record and Judicial Matters Check, in a form acceptable to and approved by the City. The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please respect our scent free area by not wearing scented products when visiting the office. #

📌 Process Documentation Specialist (2-Year Contract) (Winnipeg)
🏢 City-of-Markha
📍 Winnipeg