Document Automation and Content Specialist

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Document Automation and Content Specialist

Salary

$71,094.44 - $101,886.33 Annually

Location

Ventura and may require travel throughout Ventura County, CA

Job Type

Full-Time Regular

Job Number

1707GSA-24AA (CN)

Department

General Services Agency

Opening Date

04/30/2024

• Description

• Benefits

• Questions

Description

THE AGENCY

The General Services Agency (GSA) is made up of Fleet Services, Facilities, Procurement, Special Services, Security and Business Support, and the Parks Department and is responsible for a broad spectrum of services to all the County departments and agencies. It requires a very diverse workforce to accomplish the GSA mission of contributing to the quality of life in Ventura County by partnering with their customers to provide expertise and cost-effective service delivery, and foster the preservation of natural resources.

THE POSITION

The Document Automation and Content Specialist works in the General Services Agency (GSA), Business Support/Mail and Document Publishing Division, and is responsible for utilizing, enhancing, and maintaining an existing document automation system, managing digital content management and web-to-print system.

The ideal candidate will have three (3) or more years of recent work experience developing, deploying and supporting document management programs, variable data publishing, and cross media business solutions to an enterprise-wide customer base. The ability to work collaboratively with cross functional teams to identify customers' document requirements, develop processes and translate into technical specifications, code, and application design are critical. The Document Automation and Content Specialist will also possess a working knowledge of best practices for supervision, data validation, and quality assurance.

PAYROLL TITLE: Staff Services Specialist I

Staff Services Specialist I is represented by the Service Employees International Union (SEIU) and is eligible for overtime compensation.

EDUCATIONAL INCENTIVE: Some positions may be eligible for educational incentive. This incentive may be 2.5%, 3.5%, or 5% for incumbents in eligible positions based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification.

The eligible list established from this recruitment will be used to fill this position only.

FIRST REVIEW OF APPLICATIONS: Week of May 6, 2024, and on a weekly basis thereafter.

Examples Of Duties

Duties may include but are not limited to the following:

• Utilizes, enhances, and maintains existing document automation system, including creating new design layouts, developing related procedures and recommending changes as needed;

• Provides primary customer support, acts as department liaison, provides training and resolves problems related to document automation system;

• Manages digital content management system, web-to print system, and monitors system health of document automation system and linked exports;

• Uses software, such as BeanShell JavaScript, to develop and maintain custom form and document management workflow processes;

• Maintains document collections for multiple agencies using digital content management system;

• Compiles and analyzes data, runs internal and external reports to meet GSA and customer reporting needs;

• Works on special projects as assigned by agency/department management;

• Function in lead capacity to meet production needs, provides training as needed and evaluates outcomes;

• Performs other related duties as assigned.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE: Considerable progressively responsible experience utilizing, enhancing, and maintaining document automation systems, digital content management systems, and web-to-print systems.

NECESSARY SPECIAL REQUIREMENTS:

• 3 years of recent work experience in the following:

• Creating, organizing, storing, and distributing digital content across various digital platforms

• Creating HTML form design, basic graphic design, document creation and editing

• Performing form change tracking and data management

• Intermediate proficiency using Microsoft Word, Excel, PowerPoint, Access, and Visio

• Possession of, or the ability to obtain, and maintain a valid California driver license

DESIRED:

• Experience using BeanShell JavaScript

Knowledge, Skills, and Abilities:

Knowledge of:

• Digital content and website management best practices, including creating, organizing, storing, and distributing digital content across various digital platforms;

• HTML form design, basic graphic design, document creation and editing;

• Form change tracking and data management.

Working knowledge of:

• Planning, organizing and directing work to meet workload demands;

• Customer service techniques.

Ability to:

• Code to design automated processes, data queries, and table edits;

• Use expression building software to create variable documents;

• Create clean but comprehensive automated workflows.

Working ability to:

• Explain, develop and implement department policies and procedures, and serve as departmental resource and liaison;

• Perform statistical analysis and data interpretation, read and interpret technical material and create reports;

• Lead staff, administer various projects, and understand unit's goals;

• Exercise independent judgment, draw logical conclusions and make appropriate recommendations or adjustments as needed;

• Attend to detail, notice discrepancies, and complete required forms accurately and completely;

• Communicate effectively both in writing and verbally;

• Develop and maintain effective relationships with others.

Recruitment Process

FINAL FILING DATE: This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it. Your application and completed supplemental questionnaire must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date.

To apply online, please refer to our web site at www.ventura.org/jobs . If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants: Sufficient information must be provided under the Education/Work experience portion of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications to determine eligibility. A resume may be attached to supplement your responses in the above sections; however, it may not be substituted in lieu of the application.

Lateral Transfer Option: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (http://vcportal.ventura.org/CEO/HR/docs/Lateral_Transfer.pdf) (Download PDF reader) for additional information.

SUPPLEMENTAL QUESTIONNAIRE – qualifying

All applicants are required to complete and submit the questionnaire for this examination at the time of filing. This questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications for the position. Failure to complete and submit the questionnaire may result in removal of the application from further consideration.

APPLICATION SCREENING – qualifying

All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the examination process.

ORAL EXAMINATION - 100%: A job-related oral examination will be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: If there are three (3) or fewer qualified applicants, an examination may not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

The eligible list established from this recruitment may be used to fill present and future Regular (including Temporary and Fixed-term), Intermittent and Extra Help vacancies for this and similar positions only. There is currently one (1) Regular vacancy in the General Services Agency.

BACKGROUND INVESTIGATION

A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information, and driving record may be required for this position.

For further information about this recruitment, please contact Chinna Nahabedian by e-mail at Chinna.Nahabedian@ventura.org .

EQUAL EMPLOYMENT OPPORTUNITY

The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

Service Employees International Union (LOCAL 721)

(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website (https://hr.ventura.org/benefits) or you may call (805) 654-2570.

• Retirement FAQ's (https://vcportal.ventura.org/CEO/benefits/docs/RETIREMENT%20-%20FAQs.pdf)

• Memorandum of Agreement

Union Codes: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

01

Do you possess, or have the ability to obtain by time of hire, a California Driver License that you can maintain?

• Yes

• No

  02

  Describe your recent work experience creating, organizing, storing and distributing digital content across various digital platforms. Include: 1) Employer(s) from your work history on the application where you obtained the experience, 2) Technologies and platforms involved, 3) Your role in each example given, such as technical support, technical expert, technical lead, project lead, 4) Total years of experience in each role.

  If you do not have this type of experience, state "no experience."

  03

  Describe your recent work experience creating HTML form design, basic graphic design, and automated documents. Include: 1) Employer(s) from your work history on the application where you obtained the experience, 2) Total years of experience.

  If you do not have this type of experience, state "no experience."

  04

  Describe your recent work experience performing form change tracking and data management. Include: 1) Employer(s) from your work history on the application where you obtained the experience, 2)Total years of experience in each role.

  If you do not have this type of experience, state "no experience."

  05

  Describe your level of competency with Microsoft Word, Excel, PowerPoint, Access and Visio. Include: 1) Examples of the types of documents you have created with each tool, 2) Level of expertise with each tool, beginner, intermediate or advanced.

  If you have no experience using a specific tool, state "no experience" and identify that tool.

  06

  Describe your experience using BeanShell JavaScript. Include: 1) Employer(s) from your work history on the application where you obtained the experience, 2) Total years of experience using this script.

  If you do not have this type of experience, state "no experience."

  Required Question

Agency

Ventura County

Address

800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009

Phone

(805) 654-5129

Website

http://hr.ventura.org

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