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The County of DuPage
Wheaton, Illinois

Job Details for 6384 - EO Education - Documentation Specialist

Job Description

FLSA STATUS: Exempt
GRADE: 312


POSITION SUMMARY
Under general supervision, performs work of moderate difficulty in coordinating the training and documentation needs of the department; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
An employee in this class spends a substantial amount of time documenting departmental procedures and processes to be used for training and system development. Work involves identifying training needs and understanding procedures. General supervision is received from the Chief Deputy of the Circuit Court Clerk.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Updates existing forms and manuals used in the department
• Identifies departmental needs for new forms
• Creates new forms and submits them for approval
• Coordinates the printing of new forms
• Creates manuals documenting various processes and procedures used by the department
• Identifies departmental training and development needs
• Trains new staff on department policies and procedures
• Conducts training or discussion sessions with department supervisors on various topics
• Answers questions regarding policies or procedures by providing information requiring interpretations and familiarity with divisional policy and operations
• Prepares reports, charts and tables
• Prepares letters, memos, or other correspondence.
• Maintains regular attendance and punctuality.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Performs related duties as required or assigned within job classification.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes

Skill in:
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office


Ability to:
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations and statutory requirements
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality
• Monitor and evaluate employees
• Prioritize and assign work
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
• Plan, organize, manage and evaluate the work of the division to ensure efficient, timely and cost-effective services
• Plan, analyze, and evaluate programs and services, operational needs, and fiscal constraints
• Provide leadership to effectively resolve issues


SUPERVISORY RESPONSIBILITIES
None.

EDUCATION and/or EXPERIENCE
Completion of an Associate’s degree in Business Administration or a related field and three years of progressively responsible general office work which included providing customer service, and one year of experience with the Circuit Court Clerk’s Office; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

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 the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

CERTIFICATES, LICENSES, REGISTRATIONS
None