Knowledge and Resource Coordinator

DescriptionNote: Employees for the State of Montana must reside within Montana. All applications and required application documents must be submitted through the MT Careers site at: Knowledge powers effective organizations, and in this role, you’ll make sure the right people can access the right information when they need it most. Modern systems only deliver value when people actually know how to use them. That's where you’ll come in.As the Knowledge and Resource Coordinator, you'll be the translator between complexity and clarity by turning technical know-how into clear, practical guidance. You'll partner with experts across the Department to organize the wealth of institutional knowledge and build resources that give people confidence as they navigate new systems and processes today, and AI-enabled tools tomorrow.MISSION STATEMENT:Empowering all Montanans through work and opportunity.It's about the people and the impact we make in our communities every day. We are proud of our open, team-based, supportive, and collaborative work environments. Learn more about DLI here.POSITION OVERVIEW:The Knowledge and Resource Coordinator helps ensure that documentation, system guidance, and training materials, are clear, accessible, and maintained. In this role, you will establish and refine practices for how information is created, stored, updated, and retired, while supporting training coordination and the development of reusable staff resources. You will partner with subject matter experts, business analysts, supervisors, and technical teams to strengthen knowledge continuity and pave the way for change. By building sustainable knowledge structures and training practices, you will support workforce readiness, modernization efforts, the 406 JOBS initiative, and future AI-readiness.WHAT’S IN IT FOR YOU:Build expertise in knowledge management, training support, and operational documentation while helping shape how staff access and use critical guidance across programs and systems.Strengthen your consultation and content development skills by partnering with subject matter experts, analysts, and technical teams to improve how training and reference materials are designed, organized, and maintained.Grow your systems thinking and change support experience by helping integrate documentation, communication, and training practices into modernization efforts and major operational changes.Develop highly transferable skills in process improvement, information governance, technical communication, and workforce readiness within a mission-driven public service environment.Contribute to foundational work that supports long-term operational consistency, preserves institutional knowledge, and improves staff access to reliable information over time.ESSENTIAL FUNCTIONS:Maintain training and knowledge resource frameworks by organizing shared resources, templates, formatting standards, and best practices that support consistent, reusable, and accessible staff documentation and training materials.Develop and support communication and training plans for change efforts by helping structure materials, timelines, and rollout resources for significant system, process, or policy updates.Support subject matter experts through the training lifecycle by providing consultation, templates, best practices, recommendations, formatting support, and quality review for internally developed materials.Create and update system documentation for critical tools such as EmployMT and related operational resources so staff can complete work accurately and consistently.Develop and maintain job aids and reference materials that translate complex systems, processes, and policy information into practical guidance for end users.Coordinate and organize training assets for reuse by maintaining accessible libraries of documentation, job aids, reference materials, and related learning resources.Deliver or support training activities by presenting information, reinforcing guidance, and adapting materials for staff with different learning needs and operational contexts.Structure information for future readiness by improving how knowledge is organized for searchability, retention, responsible lifecycle management, and future AI-supported use.Assist with document retention and knowledge maintenance practices by helping apply retention expectations and supporting regular review, revision, and retirement of outdated materials.QualificationsREQUIRED SKILLS AND COMPETENCIES:Knowledge management mindset: Ability to think in terms of how information is created, organized, maintained, and retired, and to apply information governance principles in support of consistent, accessible, and reliable staff resources.Learning and resource support: Skill in organizing information for learning and day-to-day use, breaking down nuanced topics into manageable parts, and selecting formats such as guides, checklists, and reference tools that help staff apply information on the job.Systems and process thinking: Ability to understand how changes in systems, workflows, or policies affect staff, documentation, and resource needs; identify gaps, risks, and opportunities; and recommend practical improvements that support knowledge continuity, adoption, and continuous improvement.'Technical writing and documentation: Skill in writing clearly and concisely, using structure, templates, and plain language to produce usable procedures, job aids, and system guidance for a range of audiences.Consultation and collaboration: Ability to build productive working relationships, gather information through effective questioning and listening, and partner with subject matter experts, analysts, and supervisors to develop accurate and useful materials.Facilitation and communication: Ability to present information clearly, guide others through new or updated processes, and adjust communication style based on audience needs, context, and feedback.Organization and follow-through: Skill in managing multiple priorities, tracking versions and deadlines, maintaining organized resource libraries, and following through on assignments with accuracy and consistency.Adaptability and professional judgment: Ability to remain effective as priorities shift, use sound judgment in situations with incomplete information, and maintain professionalism and trust in a changing environment.MINIMUM QUALIFICATIONS (Education and Experience)Demonstrated experience creating, updating, coordinating, or delivering training, technical documentation, operational guidance, job aids, or related staff resources in a professional setting.Experience organizing information, templates, or resource libraries in a way that improves consistency, accessibility, reuse, or lifecycle management of operational knowledge.Experience partnering with subject matter experts, analysts, technical staff, supervisors, or program teams to gather information, develop materials, and support adoption of new processes or systems.Experience presenting information, teaching, facilitating, coaching, or otherwise helping others learn and apply procedures, systems, or job-related content.Ability to analyze workflows, systems, or process changes and translate complex information into clear, user-centered materials that support consistent service delivery.Strong written and verbal communication skills, attention to detail, and the ability to manage multiple assignments while maintaining quality and follow-through.Proficiency with common office technology and the ability to learn and use content repositories, documentation tools, online systems, or learning/support platforms.An associate or bachelor’s degree in education, communication, training and development, organizational development, public administration, information management, or a related field may supplement relevant professional experience but is not a substitute for demonstrated skills and competencies. Equivalent combinations of education and directly related experience will be considered.HOW TO APPLY FOR THIS OPPORTUNITY:A complete state application is not required; however, you will need to initiate the application and attach the resume, cover letter or other required documents at time of application to be considered for this position. Resume will auto fill the application, but the application will not be scored or reviewed.Failure to attach the cover letter and resume will result in your application being considered incomplete and will not be considered further. Materials submitted but not requested will not be considered in the selection process.Tip: When attaching your resume, cover letter or other required documents you must mark the attachments as “RELEVANT” or we will be unable to view your documents.Required application materials:Cover Letter- Your Cover Letter should explain how your experience and education meet the identified required skills and competencies, with examples that demonstrate your qualifications.Resume - include all work experience you have held that would help you qualify for this position, including duties, dates of employment.Only online applications will be accepted. By applying online, you can receive updates and monitor the status of your application.All documents for Veteran or Disability preference must be received or date stamped by the closing date. You will receive an application confirmation email with instructions on acceptable preference documents and how to submit such documents.If you need an accommodation with the application process, please contact the HR office.BENEFITS:Being able to enjoy the quality of life in the beautiful state of Montana is one of the benefits you will love about this opportunity! Our mountains, waterways and open spaces provide not only beautiful scenery but year-round recreational opportunities including hiking, camping, biking, fishing, boating, hunting, skiing and snowmobiling. Montana boasts a high-quality education system and a variety of entertainment including fairs, rodeos, and theaters. Read more about our great state here.See our other incredible benefits here. These are some of our benefits just to name a few:Work/life balance with hybrid schedules or partial telework may be available within the state of Montana.38 paid days off a year including vacation, sick leave and holidays.Military leave: You’ll get up to 15 days of military leave with full pay.Longevity raises with continuous service, as well as any negotiated market increases and state statutory raises.Health, dental, vision, life insurance coverage, flexible spending accounts, EAP - click here to learn more.Free telehealth and access to free employee medical clinics through our medical plan - click here to learn more.Choice between two retirement plans with an employer contribution between 8.73% - 9.07% of your annual salary. A third optional 457(b) deferred compensation plan is also available. – Click here to learn more.Public Service Loan Forgiveness- Employment with the State of Montana may qualify you to receive loan forgiveness- click here to learn more!Career progression, training opportunities and room for professional growth.State employee discounts at various businesses across the state.*This position may be covered by a Voluntary Employee Beneficiary Association (VEBA)E-Verify: This agency is participating in E-Verify to confirm employment eligibility. After accepting a job offer and completing Form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification. For more information about E-Verify, please visit the E-Verify website found here, Job Type: StandardShift: Day JobTravel: Yes, 10 % of the Time