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Desktop Publishing/Software User Specialist

Hagerstown Community College
Maryland, United States
Competitive Salary
Posted date
Nov 3, 2021

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Position Type
Administrative, Business & Administrative Affairs, Public Relations & Marketing (Campus), Editing & Publications Management
Employment Level
Employment Type
Full Time
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Through the use of specialized equipment, the Desktop Publishing/Software User Specialist is responsible for performing a wide variety of tasks including digital desktop publishing, layout and some graphic design, word processing, postal bar coding, database and spreadsheet management, booklet maker, vinyl sign maker, duplicating, and finishing. This position provides backup for three other positions: DPDS Associate, Word Processing/Bindery Finisher Specialist, and Graphic Arts/Desktop Publishing Specialist.



A. Performs digital desktop publishing layout, word processing, database and spreadsheet management and some graphic design tasks.

Using a PC-platform computer, creates a variety of projects for publication. These projects include, but are not limited to, ads for newspapers and magazines, annual reports, banners, booklets, brochures, business cards, catalogs, certificates, flyers, forms, letterhead-envelopes, newsletters, posters, postcards, programs, reports, signs, transparencies, and schedules (credit and non-credit).

1. Utilizes a variety of desktop publishing, word processing, database, spreadsheet, and to a lesser degree graphic design and operation system software programs including but not limited to: InDesign, Illustrator, PhotoShop, PageMaker, Microsoft Word, Excel, CorelDraw, Corel PhotoPaint, Windows, Microsoft Outlook, and Internet Explorer.

2. Composes desktop publishing layout and some graphic design (impositions, trapping, computer to plate) from rough draft, provided disk, or network transmittal. Resolves errors and improper composition procedures on disks and CDs submitted for disk manipulation. Analyzes projects, rectifies inaccuracies, marks-up copy, and develops style formats prior to composition and design.

3. Scans, crops, sizes, enhances, and manipulates black/white photos, images, and line art for incorporation into projects.

4. Manipulates text files for inclusion in ads, brochures, catalogs, and schedules. Utilizes the Internet to access information and graphics for output as text, .html, and .jpeg files.

5. Outputs electronic files for laser proofs or final copy to black/white laser printers, color copiers, and plotter. Outputs PDFs for CPT operation.

6. Exports text and graphic files to IT for use on the College Web site and outside printer’s ftp sites.

7. Develops and coordinates procedures and instructions for personnel submitting project files for disk manipulation or by network transmittal.

8. Maintains records of digitally stored materials and performs all required daily and weekly computer backup procedures and maintenance.

9. Assists in the maintenance of Access database and Excel spreadsheets for tracking Xeroxing and production projects.


B. Completes duplicating and finishing work in various formats.

1. Assists in completing work by operating specialized duplicating and finishing equipment (photocopier with finisher, color copier; booklet maker, bar coder, motorized stitcher, folder, spiral punch, coil and perfectbound binders, motorized drill punch, corner rounder, motorized paper cutter, paper padder, shrink wrapper, and tabber).


C. Assists in office operation.

1. Maintains an awareness of projects in-house which have been assigned for completion.

2. When needed, manages interruptions, maintaining good public relation skills at front counter, assisting internal and external clientele (non-exempt and exempt staff, faculty, extension groups, students, vendors), and answers concerns that do not require the immediate attention of the Manager.

3. When needed, assists in contacting outside vendors for the purpose of facilitating equipment repair.

4. Provides some backup, if required, for the positions of DPDS Associate, Word Processing/Bindery Finisher Specialist, and Graphic Arts/Desktop Publishing Specialist.

5. Maintains and upgrades technical skill level to fulfill digital composition, pre-press, and post-press responsibilities. Keeps abreast of ever-changing software/hardware technology.

6. Assists in defining and resolving software and hardware problems/errors. Assists in maintaining, troubleshooting malfunctions, and making some adjustments or repairs on computers, laser printer, color printers, color copier, computer to plate, and finishing equipment.

7. Assists in proofreading for typographical, grammatical, spelling, and formatting errors; checks for omissions or inadvertent changes from submitted copy; compares completed corrections with marked copy to assure that corrections have been processed and new errors have not been introduced.

8. Assists in instructing personnel in the proper use of the “walk-up” copier and troubleshoots when problems occur.

9. Maintains confidentiality of specific material.

10. Assists in providing guided tours of the office for current and new personnel and occasionally outside groups.

11. Enters required information into Job Tracking database in order to track project progress, materials ordered, materials utilized, time requirements for completion of individual tasks associated with projects, and project release information.

12. Assists where the need exists.


D. Assists with postal bar coding mail.

1. Exports/imports database files for sorting and imprinting mailing lists. Correcting and standardizing databases as required to effectively utilize bar coding software.

2. Utilizes an up-link via Internet to address correction software to ensure valid addresses meet postal regulations.

3. Imprint addresses and bar code on required projects (postcards, brochures, envelopes, etc.)

4. Package and strap mail according to U.S. Postal bulk mail regulations for transporting to Hagerstown Post Office.

5. Print reports and label trays/sacks as required by U.S. Post Office.

6. Provide reports on completed project for department/staff which identifies duplications, addresses updated by postal service software, and undeliverable addresses, thus enabling staff to update their personal databases with correct information.


E. Assists in completion of projects utilizing a variety of formats by operating specialized equipment.

1. Photocopiers with finishers, folder, spiral puncher and binder, coil puncher and binder, fastback binder, motorized drill press, motorized paper cutter, padder, tabber, and shrink wrapper.




AA degree required, supplemented by 2 years digital desktop publishing and/or certification; 3-4 years related experience of a progressively more responsible nature working in an electronic printing facility with a thorough understanding of typesetting, desktop publishing, design composition, concept development, internet/intranet knowledge; 1-2 years experience operating laser printer, , color printer, and color copier; 2 years hands-on experience working on finishing equipment; or any combination of experience and training which provides the required knowledge, skills, and abilities.



Ability to type a minimum rate of 40 wpm; ability to train others; ability to work under pressure from time-sensitive production deadlines and handle multiple projects; ability to follow complex oral and written instructions; ability to utilize desktop publishing (InDesign, PageMaker, Quark XPress), graphic design (Illustrator, Photoshop, CorelDraw, Corel PhotoPaint), word processing (Microsoft Word), database management (Access), spreadsheet (Excel), presentation (PowerPoint) (Microsoft Office Specialist certifications preferred), and operation system software programs (Windows, GroupWise, and Netscape); ability to relate well with others and be customer-oriented; ability to occasionally lift heavy cartons; operate and maintain a variety of laser printers; operate a variety of duplicating and finishing equipment; must possess the following attributes: organizational skills, oral and written communication skills, detail oriented, quality and production oriented, problem-solving aptitude, mental alertness, mechanical aptitude, and versatility.



For more information on this position and to formally apply, please visit HCC's employment page at  

Questions may be directed to the Human Resources Office at 240-500-2585 or email

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