Document Services Specialist 1

General Description

Join Our Team as a Document Services Specialist!

Are you a detail-driven problem solver with a knack for technology, an eye for editorial precision, and a talent for keeping complex projects on track? The City’s centralized Document Services Unit is looking for a motivated professional to provide essential administrative and technical support that keeps our organization running smoothly.

In this role, you’ll work with a wide range of document-generation software to support agencies across the City—creating polished written and graphic materials, maintaining and integrating databases, and offering light software consultation to internal customers. Every day brings something different, and your judgment, creativity, and technical expertise will make a real impact.

You’ll work under the guidance of the Administrative Services Supervisor and receive day-to-day support from the Document Services Leadworker. As you grow your skills, you’ll gain increasing independence and the opportunity to advance to Document Services Specialist 2, typically after two years of demonstrated proficiency and initiative.

We’re looking for candidates who bring:

• Strong technical software proficiency
• Excellent editorial and quality-control skills
• Proven project and time management abilities
• A collaborative mindset and strong communication skills

If you’re ready for a role that blends creativity, technology, and service—and offers a clear path for professional growth—this could be the perfect fit.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Examples of Duties and Responsibilities

Work assignments are directed by the Leadworker and will include work such as the following:

• Determine and/or recommend formats, graphics, and layouts as appropriate. Work in conjunction with outside printing services to ensure compatibility of output format to meet the needs of the customer. Determine and utilize appropriate software applications in order to maximize efficiency in meeting customer requirements and expectations. Develop, merge, and integrate complex documents, tables, indices, and directories in a wide variety of special formats to also include intra/internet applications.
• Utilize diverse and innovative desktop publishing software capabilities for brochures, newsletters, tables, and graphics. Provide related technical support.
• Provide limited consultation and expertise on developing and organizing processes, timelines and procedures related to producing desired outcomes by effectively working with agency and Information Technology representatives.
• Troubleshoot routine software issues and provide ad hoc resolutions to user concerns. Test and critique new software and provide comments to leadworker. Provide routine consultation to Information Technology staff and users.
• Provide and maintain confidential document-related services.
• Provide related technical support for the Annual Financial Report, and the Operating and Capital Budgets, as well as layout and design modifications, to City budget analysts and agency budget contacts.
• Initiate routine research on Internet to obtain resource materials, graphics, maps, forms, and information to fulfill and/or enhance customer requests as required.
• Manipulate/create graphics in various applications (e.g., Adobe In Design, Illustrator, Acrobat, and Photoshop).
• Perform related work as assigned.

Minimum Qualifications

• Two (2) years of experience creating print and digital documents utilizing Microsoft 365 or comparable software/applications.

-OR-

• Associate's Degree in graphic design or a related field.

Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills, and abilities necessary to perform the duties of this position will also be considered.

Graphic design experience in Adobe Creative Cloud, or similar program, is beneficial but not required.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to effectively work with multicultural communities.

For a complete list of the knowledge, skills, and abilities, please reference the classification specification.
 

Special Requirements

Physical Requirements:

This position will work in an office environment using standard office equipment, including spending large amounts of time working at a computer workstation.