Document Support Specialist

New Hampshire, United States
Salary Not Specified
Apr 22, 2021
Employment Type
Part Time
Position Purpose

Assists faculty, staff, and students in the design and production of various digital and physical documents at the Academy. Document design includes requirements gathering and negotiating output solutions and delivery dates based upon work load and schedules. Document production requires the use of various document creation and editing software applications in conjunction with sophisticated copy room printing, scanning, binding, and cutting equipment to complete the printing function.

Key Accountabilities

All ITS Staff Expectations

  • Demonstrate Leadership and Respect
    • Demonstrate respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
    • Models the behaviors that we expect from our ITS team, including listening actively, seeking to understand before being understood, speaking reflectively, and exhibiting patience, thoughtfulness and respect for our colleagues in all interactions.
    • Take the time to communicate clearly with others; consider their viewpoint and how best to help them understand what you’re trying to say
  • Planning and Organizing Work
    • Effectively manage your time against the priorities of the work given, using Microsoft Outlook Calendar or other work planning tools to set aside time to perform project work, if needed
    • Develop contingency plans in anticipation of possible problems with your assigned work and adverse consequences, discussing the potential issues with your supervisor. Do not plan to do everything perfectly.
    • Maintain awareness of planned maintenance via the published Planned Work; update Planned Work with any work related to the systems that they manage.
  • Producing Results
    • Understands the purpose of the work being done and its value to the Academy or seeks out their manager or director to gain an understanding
    • Seeks out help from manager or director to prioritize work when priorities aren’t clear
    • Sets customer expectations for outcomes of work and the time frame to complete it, typically completing work within department service-level objectives (SLOs)
    • Clearly documents the work performed, including the support plan and user training (if applicable), in a shared location according to department standards
    • Completes work on time and within expected budget or works with manager/director to adjust the plan appropriately, maintaining communication with the customer per department SLOs
    • Handles difficult situations, either directly and with tact or by reaching out to a manager or director for assistance
  • Takes Information Security and Data Privacy seriously
    • Maintains up-to-date knowledge on all regulatory compliance requirements with which the Academy must comply; attends ITS-provided online training for those compliance requirements
    • Promotes a positive outlook on information security, compliance and risk management, focusing on why it is important to our users
    • Actively considers compliance, security and risk in all work and raises any concerns to IT Security, manager or director, seeking to mitigate or limit the scope of risk by implementing appropriate security controls

Document Support & Copy Room Requests

  • Performs duties involving typing and editing of material for print, using a combination of Academy supported applications including Adobe Creative Cloud and the Microsoft Office suite of applications.
  • Consults and trains as necessary, giving sound advice in how best to achieve the expected result in the most efficient, cost-effective manner.
  • Receives, prioritizes and completes work requests for copy center using the Academy online system in a timely manner.
  • Operates and performs basic maintenance on copy room equipment, including high-volume copier, color copier/printer, GBC binder, laminator and electric paper cutter.
  • Contacts service vendors to resolve equipment problems beyond basic maintenance.
  • Manages copy center inventory of supplies, including storage and ordering of supplies, as necessary.
  • Uses data collected from our DSS Admin via the DSS Form, create a monthly billing inventory. Works with the Accounting Office to update records as necessary to accommodate billing requirements.
  • Keeps copy room and supply room in clean and functional order.

General Objectives

  • Keeps coordinator informed when problems occur.
  • Works in a fast-paced environment.
  • Maintains confidentiality of information.
  • Performs other duties as assigned.

Lead Training and Organizational Development

  • Continually improves managed systems with an emphasis on recommending initiatives to improve end-user experience, information security, and strategic alignment to Academy goals based on feedback from end users, technical expertise and knowledge of Academy priorities.
  • Mentors others within ITS and partner departments in program-related best practices. Keeps mentoring and training documentation simple to understand per department standards.
  • Ensures consistent, clear communication and open collaboration in a complex environment, delivering formal presentations or training to managers, staff, and faculty as needed.
  • Seeks out training job-related training and development opportunities, focused on simplifying or automating our environment wherever reasonable and improving the user experience.
Computer & Other Special Needs for Position

Computer 60%, high-volume copier, color copier/printer 40%

Proficiency with Microsoft Office Suite, Adobe Acrobat and Photoshop, Email, and the Internet.

Degree of Independent Action Performed

Incumbent works without direct supervision and exercises considerable independent judgment and initiative.

Direct/Indirect Reports

No direct reports.

Internal & External Contacts

Incumbent may interface with any departments on campus including Dean of Students and Dean of Faculty office, PEA administrative and academic offices, students, faculty and staff.

Position Requirements

· Skills & Knowledge

· Strong interpersonal skills with ability to develop and maintain collegial relationships.

· Ability to multi-task and work in a fast-paced environment with the ability to be flexible.

· Knowledge and ability to operate copy room equipment.

· Ability to work independently and exercise good judgment regarding deadlines.

· Excellent communication (written and verbal) skills.

· Ability to work independently and handle multiple priorities and deadlines simultaneously.

· Commitment to diversity & inclusion and to serving the needs of a divers and inclusive population.

· Experience

· Previous experience performing the key accountabilities listed above is preferred.

· Education

· High school diploma preferred.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  1. Physical demands are those for sedentary work and will require the ability to sit in a normal seated position for extended periods of time.
  2. Ability to lift and transport up to 30lbs without assistance.
  1. Reaching by extending hand(s) or arm(s) in any direction.
  2. Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example using a keyboard.
  3. Communication skills using the spoken and written word.
  4. Ability to see with normal parameters.
  5. Ability to use a visual display terminal with continuous wrist movement on a keyboard.
  6. Ability to hear within normal range.
Additional Requirements
  1. Successfully complete a criminal background check (reviewed every 5 years)

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