TITLE Document and Report Specialist
CLASSIFICATION NUMBER 3090
IMMEDIATE SUPERVISORCoordinator of Web and Data Support
MAJOR ADMINISTRATORAssistant Vice President, Enrollment Management and Services
The Document and Report Specialist provides support to the Enrollment Services staff to facilitate their effective and efficient use of application software and technology to produce both hard copy and electronic documents (letters, reports, catalogs, schedules, databases, graphics, email messages, web pages). The Document and Report Specialist assists the Enrollment Services staff with the production of correspondence through the effective use of downloaded data, macros, and mail merge functions, serves as network workgroup manager for Enrollment Services, and provides support to Enrollment Services staff in the utilization of applications software.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma is required. Preference will be given to candidates who have earned credit toward a college degree.
Experience: Three years of experience in an administrative office using word processing, spreadsheet, database, email, and network functions, including at least one year of documented advanced level use of word processing, spreadsheet, and database applications. Microsoft Office Specialist Certification can be substituted for the minimum experience requirements. Experience in writing database queries is preferred.
Skills: Proficiency in the use of Microsoft Office applications software, the ability to learn new software applications, and familiarity with network storage and retrieval functions are required. Excellent keyboarding skills (speed and accuracy) are required. Effective communication, organizational, and proofreading skills are required. Attention to detail is required. Proficiency with database utilities and writing data queries and familiarity with web page editors are preferred.
Effort: Significant keyboarding and use of monitors is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Supports Enrollment Services staff in their individual production of documents and publications (e.g., catalogs, class schedules, and brochures) through creating report templates, maintaining knowledge on utilizing downloaded data, developing and utilizing macros to manipulate data, utilizing mail merge functions, serving as a resource in the use of application software, and recommending the acquisition of new software when required.
2. Generates reports and data for offices and departments within Enrollment Services and across campus through the use of query management tools, advanced spreadsheet and database functions, and manipulation of data downloaded from the student database system.
3. Enables the effective use of network document storage and retrieval capabilities by Enrollment Services staff by creating directories and work groups, assigning rights, and by serving as a liaison between Enrollment Services and the Computer Services network administrator, while maintaining consistency between both the web and shared network directories.
4. Assists Enrollment Services staff in the effective utilization of hardware (personal computers, printers, scanners) to produce documents by maintaining familiarity with the hardware configurations required to support application software, periodically assisting with inventories of equipment, recommending upgrades when appropriate, and coordinating maintenance of equipment in the Enrollment Services office.
5. Ensures accuracy and correctness of documents by effective utilization of spell check functions, cross-checking of data in documents and spreadsheets, and effective use of proofreading skills.
6. Develops and maintains web pages on request utilizing the University’s content management system and other web development software.
7. Supports Enrollment Services staff by responding to various inquiries and needs related to databases, the network, common software applications, and other technology-based issues.
8. Remains competent and current through self-directed professional reading, developing
professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Coordinator of Web and Data Support.
9. Contributes to the overall success of the Enrollment Services Unit by performing other essential duties and responsibilities as assigned.
The Document and Report Specialist reports to the Coordinator of Web and Data Support and may supervise part-time and/or student employees.
OFFICE OF HUMAN RESOURCES
REVISED MAY 2007
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.
Factor 3: Responsibility for the Work of Others
Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.
Factor 4: Guidelines
Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 3 - 105 Points: The purpose of contacts is to advise or counsel students or the general public, or to plan or coordinate work efforts with other employees who are working toward common goals and where relationships are generally cooperative. Contacts are moderately structured and routine.
Factor 6: Work Impact
Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.