Public Works Document Specialist (AA III)

County of San Luis Obispo; San Luis Obispo (CA); Sur place; USD 42 000 - 56 000; Plein temps

Résumé du poste

The County of San Luis Obispo is seeking a Document Specialist to support the Department of Public Works. The role covers proofreading, editing, formatting, and coordinating communications across staff and department representatives.

The incumbent will handle legal notices, redactions for Public Records Requests, and postings in line with Brown Act requirements, while maintaining our identity standards. Strong Word/Office skills and attention to detail are essential.

Qualifications

• All levels: Graduation from high school or possession of a G.E.D. certificate at the time of employment.
• Administrative Assistant Aide: Must possess aptitude and interest in clerical, administrative support work.
• Administrative Assistant I: Either A: Six months of experience performing duties comparable to Administrative Assistant Aide, Or B: One year of general clerical experience including word-processing/computer experience.
• Administrative Assistant II: Either A: One year of experience performing duties comparable to Administrative Assistant I. Or B: Two years of experience performing a wide variety of clerical and administrative assistant duties including word-processing/computer experience.
• Administrative Assistant III: Either A: One year of experience performing duties comparable to an Administrative Assistant II. Or B: Three years of experience performing a wide variety of clerical and administrative assistant duties including word-processing/computer experience.

Responsabilités

• Proofreading, editing, and checking for grammatical errors on large documents.
• Act as coordinator and liaison between staff and department representatives.
• Process document requests such as correspondence, agendas, revising policies, and updating annual documents by proofreading/correcting/formatting/editing.
• Process legal notices and postings to follow Brown Act requirements for Advisory Groups and Committees.
• Redaction of documents for Public Records Requests and general coordination.
• Review documents to meet County Identity Standard Policy.
• Process News Releases including web posting and Twitter.
• Lead coordinator for review processing of Board letters; editing/formatting/pagination.
• Enter and edit Board items into Agenda.Net.
• Review and edit Contracts and Agreements.
• Order contracts, manuals, door hangers with ASAP Reprographics.
• Provide service for large mail outs via mail-merge.

Connaissances

Word

Editing & proofreading

Excel

PowerPoint

Acrobat Pro

MS Teams

Outlook

Agenda.Net

SAP

NEGOV

Social media

Communication

Team collaboration

Formation

High School diploma or GED

Outils

Agenda.net

SAP

NEGOV

Description du poste

The County of San Luis Obispo is offering opportunities to join our APWA accredited Department of Public Works. The department is a professional team of 300 dedicated staff who serve the residents and visitors of the central coast. The Document Specialist positions play a major role in supporting and covering a wide range of responsibilities which is an important part of our department’s success.

The Document Specialist covering a broad range of service (see below).

• Support Services for the Department of Public Works
• Proofreading, editing, and checking for grammatical errors on large documents
• Ability to act as a coordinator and liaison between staff and department representatives

• Process a variety of document requests such as correspondence, agendas, revising policies and procedures, and updating annual documents by proofreading/correcting/ formatting/editing
• Process legal notices, provide postings to follow the Brown Act requirements regarding Advisory Groups and Committees
• Redaction of documents for Public Records Requests and general coordination
• Review documents to meet and follow the County Identity Standard Policy
• Processing News Releases which include web posting, and twitter
• Lead coordinator for review processing of Board letters; and responsible for editing/formatting/pagination
• Entering and editing Board items into County Software (Agenda.Net)
• Review and edit Contracts and Agreements
• Ordering contracts, manuals, door hangers with ASAP Reprographics
• Provide service for large mail outs via mail-merge

Key Qualifications

Word– demonstrate a high level of knowledge with adding footnotes, creating large mail merges, review and adding track changes, creating Table of contents, adding headers and footers, adding section breaks vs page breaks, and using styles

Editing and proofing document– highly experienced with reviewing and analyzing documents for accuracy, extremely detail oriented and well versed with spelling and grammar

Excel– demonstrate working knowledge and understanding with tracking and entering data records into a spreadsheet, adding worksheets, naming worksheets

PowerPoint- demonstrate working knowledge and understanding of editing, converting to Adobe and adding header and footers

Acrobat Pro-demonstrate working knowledge and understanding of editing, adding comments, redacting, adding headers/footers and creating fillable forms

MS Teams- demonstrate working knowledge and understanding how to collaborate and create meetings

Outlook-demonstrate working knowledge and understanding how to set up meetings and answering emails

Agenda.net/ SAP/ NEGOV– demonstrate experience with software or ability to learning new software

Social Media -coordination/ posting experience is a plus

High School graduate or a GED certificate is required. (Review the complete job description for experience and qualification requirements).

• The ideal candidate must have advancedknowledge and experience with Microsoft Suite Office Programs, especially Microsoft Word
• Experience with editing and proofreadingand checking for grammatical errors on large documents
• The ability to work cooperatively within a multi-discipline team to meet goals and deadlines while producing a quality work product
• Demonstrate clear communication skills both verbally and written
• Self-motivated and proactive approach to completing assigned work, problem solving and taking on new assignments
• High level of computer literacy and ability to learn new software
• Experience with posting information to a social media platform
• Highly organized and ability to work in a fast-paced environment while staying detail focused

Education and Experience

A combination of education, training, and experience resulting in the required knowledge, skills, and abilities. An example of qualifying education and experience includes:
All levels: Graduation from high school or possession of a G.E.D. certificate at the time of employment.
Administrative Assistant Aide: Must possess aptitude and interest in clerical, administrative support work.
Administrative Assistant I: Either A: Six months of experience performing duties comparable to Administrative Assistant Aide, Or B: One year of general clerical experience including word-processing/computer experience.
Administrative Assistant II: Either A: One year of experience performing duties comparable to Administrative Assistant I. Or B: Two years of experience performing a wide variety of clerical and administrative assistant duties including word-processing/computer experience.
Administrative Assistant III: Either A: One year of experience performing duties comparable to an Administrative Assistant II. Or B: Three years of experience performing a wide variety of clerical and administrative assistant duties including word-processing/computer experience.

Licenses and Certificates

Certain positions within this classification may require driving. Positions that require driving as an essential job function will be communicated in the job posting. When driving is an essential function of the position, a valid California driver’s license will be required at the time of appointment and must be maintained throughout employment.

Other Specifications

Background Investigation: Some positions may require a background investigation, which may include a computerized voice stress analyzer and psychological evaluation.
Special Subclass Recruitment: Recruitment for Administrative Assistant positions may be conducted according to the department in which a vacancy exists and the special requirements for each position. For subclass recruitments, experience requirements may be broadened to include experience outside of public or governmental agencies. For positions involving library, property transfer, legal procedures, legal terminology, or related fields, specific experience in library services, real estate, a legal office, filing and indexing of legal documents, or closely related fields may be required.
Other Conditions of Employment: Incumbents in the Elections Division of the Clerk-Recorder's Office must work irregular hours during election preparation and will be required to work election night. This class specification generally describes the duties and responsibilities characteristic of the position(s) within this class. The duties of a particular position within a multi-position class may vary from the duties of other positions within the class. Accordingly, the essential functions of a particular position (whether it be a multi-position class or a single-position class) will be identified and used by medical examiners and hiring authorities in the selection process. If you have any questions regarding the duties or the working conditions of the position, please contact the Personnel Department at [phone].