Document Services Specialist 1
Salary
$54,952.04 Annually
Location
City County Building 210 Martin Luther King Jr. Blvd., Madison, WI
Job Type
PERMANENT FULL TIME
Job Number
2026-00178
Department
Finance Department
Opening Date
06/04/2026
Closing Date
6/18/2026 11:59 PM Central
Comp. Group/Range
20/08
General Description
Join Our Team as a Document Services Specialist!
Are you a detail-driven problem solver with a knack for technology, an eye for editorial precision, and a talent for keeping complex projects on track? The City's centralized Document Services Unit is looking for a motivated professional to provide essential administrative and technical support that keeps our organization running smoothly.
In this role, you'll work with a wide range of document-generation software to support agencies across the City-creating polished written and graphic materials, maintaining and integrating databases, and offering light software consultation to internal customers. Every day brings something different, and your judgment, creativity, and technical expertise will make a real impact.
You'll work under the guidance of the Administrative Services Supervisor and receive day-to-day support from the Document Services Leadworker. As you grow your skills, you'll gain increasing independence and the opportunity to advance to Document Services Specialist 2, typically after two years of demonstrated proficiency and initiative.
We're looking for candidates who bring:
If you're ready for a role that blends creativity, technology, and service-and offers a clear path for professional growth-this could be the perfect fit.
Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn't match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.
Examples of Duties and Responsibilities
Work assignments are directed by the Leadworker and will include work such as the following:
Minimum Qualifications
Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills, and abilities necessary to perform the duties of this position will also be considered.
Graphic design experience in Adobe Creative Cloud, or similar program, is beneficial but not required.
The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to effectively work with multicultural communities.
For a complete list of the knowledge, skills, and abilities, please reference the classification specification.
Special Requirements
Physical Requirements:
This position will work in an office environment using standard office equipment, including spending large amounts of time working at a computer workstation.
The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary.
Compensation
The City of Madison strives to pay competitive wages. View the current salary schedules for pay for all classifications. Employees receive increases based on tenure with the City.
Benefits
The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below. Please visit our website for more information.
Leave
Vacation is earned upon starting employment and can be used after completion of probation. The general vacation schedule is below.
0-3 years 10 work days of vacation
After 3 years 12-1/2 days
After 7 years 15 days
After 11 years 17-1/2 days
After 15 years 20 days
After 19 years 25 days
After 27 years 27 days
Employees earn 3.5 personal days in addition to vacation.
Employees receive eight official paid holidays (New Years Day, Martin Luther King, Jr. Holiday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Years Eve).
Employees also earn 13 sick days annually that may accrue to a total of 150 days.
Retirement
The City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds.
Insurance
The City of Madison offers a variety of optional insurance programs including:
Other Benefits
The City offers numerous other benefits and programs for employees, including:
01
Do you have an Associates (or higher level) degree in Graphic Design or a related field? [Please note that a degree is not required for this position]
02
If you answered Yes to the previous question, please indicate your degree type(s) and field(s) of study (For example: Associates in Graphic Design; Bachelors in Information Science & Technology).
03
This position is required to use a variety of software applications to complete daily work. Please indicate your level of proficiency or experience using these types of software in the following questions.
04
Microsoft Word or similar word processing software/application
05
Microsoft Excel or similar spreadsheet software/application
06
Microsoft Access or similar database software/application
07
Microsoft PowerPoint or similar slide-based presentation software
08
Microsoft Publisher, Adobe InDesign or similar desktop publishing software
09
Adobe Acrobat DC or similar software/application used to view, create, edit, manipulate, and manage PDF (Portable Document Format) files
10
Adobe Illustrator or similar vector graphics software/application
11
Adobe Dreamweaver or similar website design software/application
12
Adobe Photoshop or similar graphics editing software/application
13
Please indicate your general level of experience in the following areas. Experience can be gained through jobs, volunteers work, internships, school coursework, etc.
14
Data entry
15
Customer service - answering phones, interacting with customers, responding to inquiries
16
Desktop publishing
17
Graphic design
18
Website content creation/modification/support
19
Please indicate if you have been a participant in any of the following programs or attended any listed outreach events.
20
If you were a participant in any of the programs listed above, please indicate the specific program name and the year(s) in which you participated. [Example: Operation Fresh Start Conservation Academy, 2026]
Required Question
Employer Madison, City of (WI)
Address 215 Martin Luther King Jr., Blvd.
MMB Rm 261
MADISON, Wisconsin, 53703
Phone (608) 266-4615