Document Management Specialist - ISS I - Illinois Secretary of State

Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:    Document Management Specialist - ISS I
Division:     Data Center Services
Union:         IFT
Location:    2701 S. Dirksen Pkwy., Springfield, IL – Sangamon County (On-Site)
Salary:        Starting salary $5,483.00 - commensurate with experience

Overview:

Assists in the administration, maintenance, installation, and monitoring of Document Management systems.  Assists in the development of new Document Management applications including, research, analysis, development, and implementation.  Assists in the daily troubleshooting of issues at both the server and desktop level of Document Management systems. 

Duties and Responsibilities:

• Involves maintenance, installation, and monitoring Document Management including scanners, PCs, server administration (Windows and Linux operating systems), Document Management software (IBM’s Content Manager suite preferred), workflow concepts, basic programming concepts, file types (.PDF, .TIFF), databases (DB2 or Microsoft SQL server) and storage media.
• Assists with setup, configuration, troubleshooting, and administration of Document Management software; includes software at both the desktop and server level; daily functions include adding and editing user accounts, keeping track of document levels, adjusting workflow rules, possibly importing of external documents, and monitoring of associated databases.
• Under the direction of senior staff assists with setup, configuration, and administration of servers associated with each Document Management application; includes daily activities of monitoring system resources and backups
• Assists in the setup, configuration, and troubleshooting of document scanners and all connectivity issues associated with the scanner; includes proper configuration of scan station PCs to provide the most efficient operation.
• Assists in the setup, configuration, and troubleshooting of PCs, used within the Document Management system; PCs have to be setup for efficient operation in the retrieval and possible editing of image and associated data.
• Assists with the analysis, configuration, and monitoring of workflow functions; includes mainly electronic workflow within the Document Management system but can include manual processes as they affect the system; monitoring the entire workflow for efficiency and document levels at each step is the main daily activity.
• Assist in the occasional programming functions, which usually include scripts or small utility programs.
• Assist in ongoing research into software, hardware, storage media, and file types. 
• Performs other duties as assigned or required.

Education and Experience:

Requires knowledge, skill, and mental development equivalent to the completion of two years of college with coursework in the computer science field OR 2.5 years of technical systems and/or programming experience as would be gained as an Information Systems Technician OR any equivalent combination of education and experience and/or IT project management.

Knowledge, Skills and Abilities:

• Working knowledge of systems design and implementation, including the way programs are written, compiled, and tested, the methods of operating computers, and the way data is transcribed into a form suitable for reading by computer.
• Working knowledge of the devices for capturing data for computers and the means available for receiving and transmitting data from remote locations to a computer.
•  Requires working knowledge of the advantages and limitations of computer communication, and information retrieval systems as management information tools.
•  Requires working knowledge of the methods, procedures, and techniques of conducting feasibility studies for converting to computer applications.
• Requires the ability to organize facts and findings, analyze data logically and to present results with clarity and comprehension, orally, in written or graphic form.
• Requires the ability to use and understanding of appropriate methods, tools, applications, and processes.
• Requires the ability to approach work in a rational and organized manner.
• Requires the ability to exercise sound judgement in analyzing, appraising, evaluating, and solving problems of a procedural, organizational, administrative, and technical nature.
• Requires ability to adhere to organizational standards for security, privacy, and ethics.
• Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.
• Requires the ability to lift 0-90 lbs., carry up to 0-25 lbs.

Application Process:

• Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume or other attachments as needed.
• Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
• Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).  

Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.​

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