Document Systems Specialist
Western & Southern Life

Job Info

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Overview

Summary of Responsibilities:

Advanced-level automated document development, including customer-facing documents with business logic rules using a wide array of document development tools. These include a data-driven document composition tool so that documents can be generated in real-time or batch and printed and inserted for mailing. Knowledge of document life-cycle, industry best practices, document creation, document automation, document insertion and various distribution methods. Incorporates static text, graphic images and variable text from the administration systems. Escalates issues to the senior document systems specialist and/or manager or assistant manager when appropriate and updates manager or assistant manager on a regular basis.
Responsibilities

Position Responsibilities:

• Builds electronic and hard-copy documents for use by a wide variety of business units throughout Western & Southern Financial Group (W&SFG). These forms are often required by state regulatory agencies or are used for internal business or external marketing purposes. These documents are developed using a wide array of document development tools based upon input from the Subject Matter Experts (SMEs).
  
• Creates fillable forms utilizing various document development tools.
  
• Builds business logic and rules into the document composition tool to control static and variable data.
  
• Reformats documents for readability and adherence to marketing guidelines before documents are returned to a SME or filed with state regulatory agencies.
  
• Incorporates static text, graphic images and variable text from administration systems.
  
• Understands the SMEs' needs and goals. Determines document appearance, how the document will be made available and how it will be used by the end customer. Adds value for the SME and the end customer.
  
• Ensures that documents that are produced match exactly what was filed with state regulatory agencies to adhere to compliance requirements.
  
• Creates different versions of each document with slight variations as required by the various state regulatory agencies.
  
• Documents the rules and criteria statements that make up the document composition code in a graphic manner for future maintenance.
  
• Proofreads own work as well as the work of other document systems specialists against filed documents and requirements established by Compliance or other business areas requesting support.
  
• Provides work estimates and establishes target dates in conjunction with SMEs, programmer/analysts and testers for requests from various operating areas that require document development or revisions.
  
• Participates in department, division and group continuous improvement initiatives. Obtains additional technical and professional skills in order to keep pace with customer needs and technological advances. Assists the senior document systems specialist and manager in establishing best practices for the group.
  
• As new technology is identified for use within the division and/or throughout the Company, obtains a thorough understanding of a given new technology (through a combination of formal training, research and trial and error). Matches new technology functionality with specific goals and opportunities identified.
  
• Helps establish, for the benefit of division and Company associates, software and hardware best practices related to document technology.
  
• Provides direct support for new document technology initiatives throughout the Company as assigned by the senior document systems specialist and management.
  

• Provides ongoing training and assistance to others. Troubleshoots errors in document output and technical issues when they occur. Identifies hardware and software compatibility issues and escalates to the senior document systems specialist and/or manager or assistant manager.
  
• Obtains work priorities by referencing the PR Document Management System (workflow queue) or by prioritizing product work, scorecard projects and business unit-initiated work requests. Immediately seeks direction from the customer and/or other associates if work cannot be completed within the desired timeframe.
  
• Records time for chargeback to customer through a department specific tracking system.
  
• Performs other duties as assigned by management.
  

Qualifications

Selection Criteria:

• Proven experience learning and adapting to new technology and using it to address business needs. Cite examples where new technology was used to solve specific problems or address specific opportunities.
  
• Demonstrated ability to work independently to identify and document hardware and software best practices.
  
• Proven experience troubleshooting technical problems and arriving at solutions. Ability to articulate effective troubleshooting techniques used.
  
• Demonstrated ability to learn and thoroughly master new software. Cite specific examples of software learned and used appropriately.
  
• Demonstrated ability to communicate effectively with various associates at all levels to understand requirements and convey issues appropriately. Cite examples of gathering requirements and adding value to a document by understanding its purpose and use.
  
• Proven experience handling multiple duties and completing assigned tasks accurately and on a timely basis. Cite examples of working independently and consistently meeting productivity and quality goals.
  
• Proven experience showing ability to organize work and keep records of work efforts and documents.
  
• Proven aptitude for approaching problems analytically and logically. Ability to codify logic.
  
• Proven experience adapting and demonstrating flexibility associated with changes to policies/procedures.
  
• Proven experience maintaining group paper and electronic files in a highly organized manner.
  
• Demonstrated attention to detail and commitment to quality in a production-oriented work environment.
  
• Proven experience in working closely with other team members and successfully communicating with associates at all levels to produce a product under tight deadlines according to strict specifications. Proven experience training and assisting others.
  
• Demonstrated experience maintaining a calm and professional demeanor when handling demanding situations.
  
• Understanding of current document dissemination methods, including physical, electronic, static and data-driven.
  
• Proven general familiarity with page layout principles.
  

Work Setting:

• Works in an office setting and remains continuously in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.
  

Educational Requirements:

• Associate's degree or trade school certificate related to document or information creation or commensurate selection criteria experience.
  

Computer Skills and Knowledge of Hardware & Software Required:

• Proficient in Microsoft Word and/or Adobe InDesign.
  
• Working knowledge of at least one data-driven document assembly system (e.g., OpenText xPression, OpenText Exstream, XMPie, Quadient Inspire, Fusion Pro) preferred.
  
• Understanding of how relational databases function.
  
• Working knowledge of Adobe Acrobat, Microsoft Excel, Microsoft Access, HTML/CSS (or software for producing Web content/registration websites such as Cvent or Eventbrite).
  
• Basic knowledge of JavaScript or JQuery a plus.
  

Certifications & Licenses (i.e., Series 6 & 63, CPA, etc.):

• None required.
  

Position Demands:

• Extended hours required during peak workloads or special projects.
  

This job has expired.