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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
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:
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.
The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary.
Compensation
The City of Madison strives to pay competitive wages. View the current salary schedules for pay for all classifications. Employees receive increases based on tenure with the City.
Benefits
The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below. Please visit our website for more information.
Leave
Vacation is earned upon starting employment and can be used after completion of probation. The general vacation schedule is below.
0-3 years 10 work days of vacation
After 3 years 12-1/2 days
After 7 years 15 days
After 11 years 17-1/2 days
After 15 years 20 days
After 19 years 25 days
After 27 years 27 days
Employees earn 3.5 personal days in addition to vacation.
Employees receive eight official paid holidays (New Year's Day, Martin Luther King, Jr. Holiday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Year's Eve).
Employees also earn 13 sick days annually that may accrue to a total of 150 days.
Retirement
The City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds.
Insurance
The City of Madison offers a variety of optional insurance programs including:
The City offers numerous other benefits and programs for employees, including:
Do you have an Associate's (or higher level) degree in Graphic Design or a related field? [Please note that a degree is not required for this position]
If you answered Yes to the previous question, please indicate your degree type(s) and field(s) of study (For example: Associate's in Graphic Design; Bachelor's in Information Science & Technology).
03
This position is required to use a variety of software applications to complete daily work. Please indicate your level of proficiency or experience using these types of software in the following questions.
Microsoft Word or similar word processing software/application
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
05
Microsoft Excel or similar spreadsheet software/application
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
06
Microsoft Access or similar database software/application
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
07
Microsoft PowerPoint or similar slide-based presentation software
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
08
Microsoft Publisher, Adobe InDesign or similar desktop publishing software
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
09
Adobe Acrobat DC or similar software/application used to view, create, edit, manipulate, and manage PDF (Portable Document Format) files
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
10
Adobe Illustrator or similar vector graphics software/application
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
11
Adobe Dreamweaver or similar website design software/application
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
12
Adobe Photoshop or similar graphics editing software/application
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
13
Please indicate your general level of experience in the following areas. Experience can be gained through jobs, volunteers work, internships, school coursework, etc.
Data entry
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
15
Customer service – answering phones, interacting with customers, responding to inquiries
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
16
Desktop publishing
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
17
Graphic design
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
18
Website content creation/modification/support
None
Beginner (< 1 year)Intermediate (1 < 3 years)
Advanced (3+ years)
19
Please indicate if you have been a participant in any of the following programs or attended any listed outreach events.
If you were a participant in any of the programs listed above, please indicate the specific program name and the year(s) in which you participated. [Example: Operation Fresh Start Conservation Academy, 2026]
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
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.
- 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.
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.
The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary.
Compensation
The City of Madison strives to pay competitive wages. View the current salary schedules for pay for all classifications. Employees receive increases based on tenure with the City.
Benefits
The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below. Please visit our website for more information.
Leave
Vacation is earned upon starting employment and can be used after completion of probation. The general vacation schedule is below.
0-3 years 10 work days of vacation
After 3 years 12-1/2 days
After 7 years 15 days
After 11 years 17-1/2 days
After 15 years 20 days
After 19 years 25 days
After 27 years 27 days
Employees earn 3.5 personal days in addition to vacation.
Employees receive eight official paid holidays (New Year's Day, Martin Luther King, Jr. Holiday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Year's Eve).
Employees also earn 13 sick days annually that may accrue to a total of 150 days.
Retirement
The City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds.
Insurance
The City of Madison offers a variety of optional insurance programs including:
- Health Insurance
- Dental Insurance
- Vision Insurance
- Pet Insurance
- Life Insurance
- Income Continuation Insurance (for short and long-term disability)
-
Long Term Care Insurance
The City offers numerous other benefits and programs for employees, including:
- 457(b) deferred compensation plans
- Employee Assistance Program
- Bus Pass on Madison Metro
- Flexible Work Schedules
-
Employer-paid Training
Do you have an Associate's (or higher level) degree in Graphic Design or a related field? [Please note that a degree is not required for this position]
- Yes
-
No
If you answered Yes to the previous question, please indicate your degree type(s) and field(s) of study (For example: Associate's in Graphic Design; Bachelor's in Information Science & Technology).
03
This position is required to use a variety of software applications to complete daily work. Please indicate your level of proficiency or experience using these types of software in the following questions.
-
I understand my responses to this question will be answered below.
Microsoft Word or similar word processing software/application
Microsoft Excel or similar spreadsheet software/application
Microsoft Access or similar database software/application
Microsoft PowerPoint or similar slide-based presentation software
Microsoft Publisher, Adobe InDesign or similar desktop publishing software
Adobe Acrobat DC or similar software/application used to view, create, edit, manipulate, and manage PDF (Portable Document Format) files
Adobe Illustrator or similar vector graphics software/application
Adobe Dreamweaver or similar website design software/application
Adobe Photoshop or similar graphics editing software/application
Please indicate your general level of experience in the following areas. Experience can be gained through jobs, volunteers work, internships, school coursework, etc.
-
I understand my responses to this question will be answered below.
Data entry
Customer service – answering phones, interacting with customers, responding to inquiries
Desktop publishing
Graphic design
Website content creation/modification/support
Please indicate if you have been a participant in any of the following programs or attended any listed outreach events.
- Centro
- Latino Academy of Workforce Development
- Operation Fresh Start
- Urban League
- WRTP: Big Step
-
Other
If you were a participant in any of the programs listed above, please indicate the specific program name and the year(s) in which you participated. [Example: Operation Fresh Start Conservation Academy, 2026]
- Required Question
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