Document Publications Specialist
Roth Staffing Companies

JOB SUMMARY

We are currently hiring for a Document/Publications Specialist who will support the Planning and Environmental Services team. This position is integral to ensuring our productivity, growth, and success. In this role, you will help to enhance our administrative systems that are essential to our Service Line and will proactively assist and support deliverables that are going to our clients. The ideal candidate is a self-starter with strong verbal and written communications skills, proven experience in clerical support efforts, experienced with document production, editing, strong time management and organizational skills. The responsibilities will include proposal development and management of related marketing content.

RESPONSIBILITIES

• Perform document assembly, editing, formatting, reviews, production, and project related administrative support, including creating templates, documents, and correspondence, preparing technical reports, maintaining, and updating files, and updates to database systems.
• General administrative support for the Planning and Environmental Practice, including file management, project assistance, mailings, and related day to day operations.
• E-filing, record keeping, coordination and support assistance.
• Compile and assemble reports, coordinate production jobs, printing and binding, CD's, and overall publication management.
• Contribute proactively and constructively to address basic team needs and work collaboratively as part of the team.
• Continually look for ways to improve documentation and services.
• Interact with appropriate parties to maintain basic infrastructure required for publications, including document collaboration and communication systems.
• Lead the routines of the publications team, including vendors and services needed to meet service publication requirements including document design, writing, editing, and printing.
• Work under direction to help managers and staff deliver publications for planning and environmental consulting projects and services.
• Efficiently assist the proposal development process, from RFP receipt to proposal creation and delivery, against deadlines and with minimal supervision.
• Review and interpret requests for proposals (RFP's) to identify required content and strategic messages.
• Perform other duties as required.

• 4+ years of experience as an administrative assistant, document manager, and/or business development coordinator.
• Exposure and/or experience with preparation of Land Use Planning and Environmental Studies a plus.
• Advanced level proficiency is required in Microsoft Office applications (Word, Excel, Outlook, SharePoint, and PowerPoint).
• Proficiency and experience specifically with Microsoft Word, including formatting documents and advanced understanding of styles functions, hyperlinks, pdf's, etc.
• Strong proofreading, formatting, and editing skills.
• Growth mindset and proactive problem-solving skills.
• Excellent interpersonal and communication skills including active listening, tact and diplomacy, professionalism, and ability to provide outstanding customer service to clients. Works well with others and brings collaborative solutions and ideas.
• Excellent communication skills both written and verbal.

• Ability to edit documents, write reports and/or business correspondence.

• Experience with In-Design is a plus.
• Experience with Microsoft Teams, Zoom and other video conferencing tools.

• Ability to multi-task, organize, and prioritize work in a fast-paced environment.
• Associate or bachelor's degree preferred.

• Good attendance is a must.