• DMS Policy Specialist

    Posted Date 1 week ago(8/9/2018 3:30 PM)
    Job Locations
    Closing Date
    Starting Pay
    USD $15.18/Hr.
    Above Base Potential
    1% above base pay up to 10% for prior experience.
    Annual education incentive: Associate's $996, Bachelor's $2,004, Master's $2,496.
  • Overview

    This is a highly organized, specialized, and complex position requiring a wide variety of administrative, secretarial, and clerical skills. Duties include entering and revising directives, forms, personnel, and other related documents in the Directive Management System (DMS) and for maintaining a numbering system for all ACSO related documents in DMS.  This person is responsible for ensuring all documents in DMS are indexed, purged, revised, updated, and disseminated appropriately following Directive Review and for maintaining a hard copy back-up of all directives in case of data loss. This person also serves as an ACSO liaison with PowerDMS representatives. Position requires knowledge and familiarization with agency policies and procedures. Provide assistance to the Policy and Accreditation Unit. Assist with various aspects of the Accreditation process upon request.

    Work is performed under the direct supervision of the Policy and Accreditation Supervisor.  Performance is evaluated through observation, results obtained, employee performance appraisals, and oral/written reports.




    • Prepare various documents and forms electronically.
    • Answer telephone inquiries regarding policy questions.
    • Proofread all typed material, making corrections as necessary.
    • Enter and maintain all directives, procedures and forms into the Directive Management System (PowerDMS).
    • Design and prepare various forms for requesting ACSO divisions.
    • Assign ACSO Form numbers and maintain log of same.
    • Enter and maintain all personnel in DMS.  Assign to appropriate divisions for routing of directives and procedures.  Maintain personnel tracking in DMS as they move throughout the agency during their career.
    • Coordinate Directive Review Committee Meetings by ensuring attendance and making appropriate notifications.
    • Track the office supply budget and maintain an inventory of supplies for the Policy and Accreditation Unit.
    • Make training/travel arrangements for members of the Policy and Accreditation Unit.
    • Maintain the Policy and Accreditation Unit employee files.
    • Present New Hire Orientation Training regarding DMS as requested by Human Resources.
    • Perform other related work as required.


    *This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position.  The omission of specific job functions or tasks does not absolve an employee from being required to perform additional tasks incidental to or inherent in the position.



    • Knowledge of Windows/Microsoft Office Suite applications (Word, Outlook,PowerPoint, Excel and Adobe).
    • Ability to Learn HTE Application for Purchasing Office Supplies.
    • General knowledge of Adobe Acrobat Pro.
    • General knowledge of PowerDMS Computer System.
    • General knowledge of ACSO policies and procedures.
    • Must be able to complete work assignments within established deadlines.



    • Normal office environment and hours:
    • Some overtime hours may be required.


    • Thorough knowledge of office practices and procedures, business English, vocabulary, grammar, punctuation, and spelling.
    • Knowledge of effective telephone etiquette.
    • Ability to proofread typed material and make appropriate corrections.
    • Ability to independently follow an assignment through to completion.
    • Ability to make competent decisions independently, based on available information and departmental rules, regulations, policies, and procedures.
    • Ability to communicate effectively, both orally and in writing.
    • Ability to establish and maintain an effective working relationship with coworkers, the public, and other agencies.
    • Ability to maintain confidentiality.







    • High School/GED required.
    • Associate's Degree Preferred.



    • Ability to type 35 cwpm.
    • Two (2) years of progressive secretarial experience.
    • Any combination of education and experience which provides the required knowledge, skills, and abilities.



    • Sit for long periods of time.
    • Stand for brief periods.
    • Look at computer monitors for long periods of time.
    • See and hear at a normal range/level.
    • Speak, read, write, and understand English fluently.
    • Bend and squat.
    • Manual dexterity.
    • Lift/carry 10 pounds.






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