Job Description
Job DescriptionUnder the general supervision of the Director of the Office of Communications and Legislation,
this position manages and produces major publications generated by the Department of
Employee Trust Funds (Department) and leads the production of a variety of graphic arts
communication materials and projects. This position manages the Department Forms and
Printing Program and inventories forms and brochures. In addition, this position reviews and
edits various publications for the Department, such as forms, brochures and letters.
The position requires accuracy, initiative, and independence as well as expertise in graphic
arts design. The work requires extensive knowledge of the most current techniques for
development and production of complex publications, forms and other communication
materials affecting all participants in the Wisconsin Retirement System (WRS) as well as local
and state public sector employers. In addition, this position requires strong verbal and written
communication, organization and editing skills.
15. GOALS AND WORKER ACTIVITIES:
40% Goal A: Manage the Department’s internal and external publications (forms,
applications, informational brochures, manuals, Employer Bulletins, etc.), with
the exception of the Trust Fund News, Trusty News, It’s Your Benefit and the
Annual Report.
Worker
Activity
A.1 Coordinate departmentally generated publications.
A.2 Research and write text for publications and forms as needed; edit publications
and forms and organize content for correct grammar, conciseness,
understandability, style and Department purpose.
A.3 Maintain and perform the central review of all requests for new or revised
Department manuals, brochures, and forms to simplify, standardize and avoid
duplication.
A.4 Review, analyze, research, and recommend edits to forms and brochures,
ensuring accuracy and consistency in standards, tone, content, style, and
language.
A.5 Oversee the development and compliance with Department forms, brochures
and publications standards to ensure: consistency in design; ease of
completion; most cost-effective methods are used; and electronic distribution is
implemented effectively.
A.6 Recommend improvements in manual, brochure and form design, content,
format, form flow and reproduction.
A.7 Assist with the coordination of a team approach to develop consistent design,
format, typestyles, text, style and interdivisional and departmental input into key
Position #023391
Publications Editor 3 - 100%
brochures and reports to assure expedient publication and improved readability.
A.8 Work with the Department’s various form authors to clearly communicate the
benefit information to members and employers.
A.9 Work on other communication projects as assigned, particularly those integral
to the responsibility and mission of the Office of Communications and
Legislation.
20% GOAL B: In coordination with other Publications Editors, maintain responsibility for the
design and production of Department forms and publications.
Worker
Activity B.1 Assist with the maintenance and operation of computerized graphic arts design
software to meet the specifications required to compose, design and produce
simple or complex publications, forms and graphics arts materials as requested.
Prepare prepress electronic files in compliance with the industry’s graphic arts
standards.
B.2 Coordinate the production of publications, forms and graphic arts materials
using computerized software for making these documents and materials
available to customers using the Internet and Intranet.
B.3 Assist staff in manual, brochure and forms design and uses as needed for
studies they are conducting.
B.4 Provide assistance or training to other Department staff members regarding
techniques/skills in operating graphic arts design software as requested.
B.5 Program desktop publishing software to meet the specifications required to
compose, design and produce simple or complex forms and publications.
Develop electronic prepress files for printing following print industry
requirements.
B.6 Automate manual forms utilizing software packages ensuring ease of use,
readability and printing capability.
B.7 Produce forms and publications using the software for making these documents
available to customers using the Internet.
20% GOAL C: Manage, direct and improve a forms control and management program for the
Department’s forms.
Worker
Activity C.1 Develop and enforce Department forms standards to ensure: consistency in
design, readability, ease of completion; cost-effective methods; and effective
electronic distribution.
C.2 Automate manual forms utilizing software packages ensuring ease of use,
readability and printing capability.
Position #023391
Publications Editor 3 - 100%
C.3 Adhere to all requirements set by the State Public Records Board for public
forms collection. Maintain logs of form files sent to State Records Center.
C.4 Maintain extensive contacts with state forms staff and provide information on
new or revised state forms policies and procedures to Department staff.
C.5 Manage the Department forms and printing budget including projecting and
reviewing expenditures with Budget Director.
C.6 Prepare bimonthly reports on forms management progress and cost savings.
Publish forms status on the Intranet of all forms that are currently in revision or
production for customers review.
C.7 Manage the Forms Management and Inventory System, including numbering of
forms; reporting on the number of new, revised and obsolete forms; setting up
new, changing existing, or obsoleting forms; entering orders; and budget
reports as required.
C.8 Generate forms usage reports as necessary and maintain and utilize the forms
automatic reorder list to assure the timely revision of frequently updated forms.
C.9 Train forms backup staff to perform backup responsibilities.
C.10 Review the Forms Minimum Reorder Point (MRP) Report weekly from the
Forms Inventory System. Notify owners/contacts of their forms that have
reached the MRP and follow through with any necessary alterations.
C.11 Provide assistance to staff regarding immediate forms ordering fulfillment and
ongoing electronic access as needed.
C.12 Maintain form history files and assist customer in locating past printed or
electronic versions and history of requested forms, brochures, manuals,
reports, documents and any other information related to work provided through
the Forms Management Program.
C.13 In conjunction with IT, maintain a computerized inventory database, modifying
its data and reports to meet the Department’s needs.
15% GOAL D: Manage the Department’s printing program and the procurement of Department
forms (including Trust Fund News and Annual Report).
Worker
Activity
D.1 Advise Department staff/customers on possible printing alternatives for cost
effectiveness, better design and scheduling of final delivery deadlines.
D.2 Evaluate printing instructions, determine the proper printing contract to ensure
most advantageous method is used in terms of time, cost, and/or statue
requirements.
D.3 Prepare a printing purchase order indicating full, detailed and accurate
Position #023391
Publications Editor 3 - 100%
manufacturing specifications for the reproduction of the materials and
documents being submitting.
D.4 Submit final electronic artwork either through vendor’s FTP Web site, attached
as output files to an e-mail or collected and burned properly on to a compact
disk.
D.5 Initiate and process printing requests from vendors on state print supplements
according to printing contracts and rules. Follow-up on outstanding forms and
graphics orders to ensure that the work is accurate, complete and is received
on a timely basis.
D.6 Act as liaison with printer, determining if proofs are needed and ensuring proofs
are approved or corrected as necessary. Review pending orders each week,
and talk to printer on any production problems, changes in existing order, copy
changes, delivery adjustments, etc.
D.7 Prepare and maintain vendor bid specifications and bid documents for the
purchase of non-state contract printing. Establish bid lists by vendor specialty
through listings furnished by DOA’s VendorNet system and vendors contacting
ETF to be added to lists.
D.8 Solicit bids (by telephone, written, sealed, official sealed) for non-state contract
printing. Prepare bid materials and send to Purchasing Agent to load into
VendorNet. Analyze proposals, prepare bid abstracts, make cost comparisons
and determine successful vendor.
D.9 Write letter to all responding bidders (official sealed) of intent to award and
notify them of their rights to appeal bid. As necessary, develop printing contract
with bidder.
D.10 Meet with vendors as needed to assess product quality and vendor
performance. Report issues on quality and performance that cannot be
resolved with vendor to DOA according to procurement guidelines.
D.11 Review printing invoices for completeness, accuracy, and conformance with
procurement authorizations and internal controls.
D.12 Act as liaison between budget staff and vendors regarding financial transaction
discrepancies and resolve problems.
D.13 Create, modify and close out purchase orders on WisMart and within the Forms
Inventory System if necessary.
D.14 Provide printing cost estimates and make recommendations to adjust existing
cost estimates for Department staff and for fiscal estimates as requested.
D.15 Work with Department’s purchasing agent to encumber funds for purchases
and also on print contract administration.
Position #023391
Publications Editor 3 - 100%
5% GOAL E: Development of skills through leadership, training, education and other
miscellaneous functions.
Worker
Activity
E.1 Perform other duties as assigned by supervisor.
E.2 Comply with Department values while performing all work activities.
E.3 Attend job-related formal courses and conferences.
E.4 Provide support to departmental users on the most effective and efficient
methods of using forms and technology.
E.5 Represent the Department as the forms and publications specialist and serve on
statewide committees and councils to improve the Department’s forms
management, information systems, printing and distribution of programs.
E.6 Serve as agency Americans with Disabilities Act (ADA) forms contact to receive
and coordinate requests for supplying ETF documents in alternative formats to
allow persons with disabilities access to our information.
E.7 Serve as agency publications contact for the Wisconsin Documents Repository
Program as required by Wis. Stats. 35.81-35.84.
E.8 Serve on other agency workgroups or committees) that affect or require forms,
communications or graphic arts expertise.
(Rev. 08/10)
RequirementsTop Skills & Years of Experience:
• Forms design, composition, requirements and editing techniques.
• Forms analysis and research techniques.
• Knowledge and experience with graphic arts and forms design computerized software. i.e., Adobe Creative Suite, InDesign and MS Office Suite i.e., Word, Excel and Access.
• Knowledge of the printing and graphic arts industries for preparing prepress electronic files, printing techniques and purchasing materials all for the purpose of reproduction.
• Knowledge of the preparation and creation of various file formats used within the design of documents submitted for offset and digital printing or publishing as electronic files on Web sites.
• Extensive knowledge of oral and written communication skills.
• Extensive knowledge of PC capabilities and applications.