Information & Communications Specialist

Job Posting Information

SUMMARY/PURPOSE
Provide support for software, information, data, document management, analysis, and communications. Serve as subject matter expert for computer applications and data analysis. Assist with developing efficient workflow processes. Assist with providing data and analytics throughout the department.

Essential Duties & Responsibilities (other duties may be assigned)

1. Maintain communications with department personnel regarding all issues pertaining to the use of applications.
2. Collaborate with IT division personnel to maintain consistency of development and maintenance of software with overall IT policies and procedures.
3. Serve a primary role in all department development projects involving the implementation of new software applications and/or the further development of existing applications.
4. Serve a primary role in the maintenance and integrity of data for all departmental software applications.
5. Develop and provide software application training.
6. Ensure accuracy and consistency of the systems' utilization by all department personnel.
7. Collaborate with IT in the development and maintenance of custom report and programing in support of the operating unit.
8. Assist staff with development and utilization of software to further the business goals and requirements of the division.
9. Assist in evaluating and establishing office procedures using software and technology systems.
10. Meet with users and decision makers in different workgroups to define business, financial, and operations requirements and application goals, and identify and resolve application issues.
11. Coordinate testing of updates and software changes.
12. Perform post-resolution follow-ups to ensure problems have been adequately resolved.
13. Participate in the development, implementation, coordination, and maintenance of document and information management programs, rules, regulations, and policies.
14. Prepare and maintain records retention schedules.
15. Establish and maintain electronic systems, directories, and databases.
16. Collect, analyze, and summarize data from different sources and distribute reports.
17. Implement and maintain uniform visual and formatting standards in accordance with workgroup and City standards.
18. Act as department-level lead in implementing new features and content management system updates.
19. Establish and maintain content for the department website.
20. Coordinate with the City's communication team and advance organization's social media strategy using platforms such as Facebook, YouTube, Twitter, etc. in accordance with the City's communication strategy.

Job Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills, and abilities required.

Education & Experience Requirements
A. A combination of verifiable education and experience equaling five (5) years, demonstrating possession of the knowledge, skills, and abilities listed within the job description.

Knowledge Requirements
A. Familiarity with a broad range of information technology concepts, including concepts associated with enterprise-level information technology systems.
B. Knowledge of Microsoft Office applications, database systems, and research techniques.
C. Knowledge of business processes to maximize software functionality to support operations.

Skill Requirements
A. Highly proficient in computer skills, data collection, research and analyses techniques, including Microsoft Office applications, email applications, internet sources, and general database functions.
B. Skill at working in a team-oriented, collaborative environment.
C. Exemplary customer service skills, including the ability to identify needs, provide prompt responses, and exercise patience, respect, and professionalism in all interactions.
D. Analytical and problem-solving skills.
E. Skill in documenting and maintaining configuration and process information.
F. Skill in efficient time-management.
G. Excellent communication skills, both orally and in writing.
H. Skill in preparing written materials and reports.
I. Strong organizational skills.

Ability Requirements
A. Ability to administer software applications for the department.
B. Ability to act as subject matter expert for department systems.
C. Ability to absorb new ideas and concepts quickly.
D. Strong customer service abilities.
E. Ability to establish and maintain effective working relationships.
F. Ability to use Microsoft Office applications to create documents, forms, newsletters, spreadsheets with complex formulas for data analysis, and other required materials.
G. Ability to make sound decisions within established policy and procedural guidelines.
H. Ability to work effectively under pressure and juggle multiple priorities.
I. Ability to maintain effective communication and problem-solving relationships with all software vendors.
J. Ability to record, track, and document problem-solving processes.
K. Ability to communicate application problems and issues to management, development teams, and end users.
L. Ability to use and coordinate available systems and equipment to convert documents and data to desired formats.
M. Ability to comprehend and utilize the Data Practices Act in regards to all different types of data within the department.
N. Ability to verify accuracy of data, and to proofread, edit, and organize content to assure it is current, accurate, and effective.

Physical Ability Requirements
A. Ability to sit for extended periods of time.
B. Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and to handle other computer components.
C. Ability to attend work on a regular basis.

Non-Discrimination
The City of Duluth is an equal opportunity and veteran-friendly employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex, marital status, familial status, age, sexual orientation, status with regard to public assistance, disability, genetic information, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Alternative Exam Process (does not apply to Charter Appointment, provisional, temporary, or part-time non-union selections)
For individuals who qualify under the Americans with Disabilities Act (ADA), alternative examination processes are available on an individual basis upon prior arrangement. Contact Human Resources at 218-730-5210, as soon as possible prior to the scheduled date of the exam. TDD services are available through 218-730-5630.

Work Eligibility
In accordance with the Immigration Reform and Control Act of 1986, the City of Duluth requires verification of identity and work eligibility at the point of hire.

Right to Appeal (does not apply to Charter Appointment, provisional, temporary, or part-time non-union selections)
Any applicant who has been found qualified to participate in a selection process for a position in the classified service who has reason to contest the validity or fairness of any step in the selection process may appeal to the Civil Service Board within 10 calendar days of the examination. (If the examination is an Education & Experience Review, the applicant must appeal within 10 calendar days of the closing date for accepting applications.) The notice of appeal shall be in writing, shall contain a complete statement of the matter in controversy and the relief requested, and shall be signed and dated by the appellant. The notice shall be addressed to the Civil Service Board and be delivered to the Human Resources Office. If an applicant wishes to file an appeal electronically, the notice should be sent by email to hrinformation@duluthmn.gov.

VETERANS PREFERENCE
Does not apply to Charter Appointment, provisional, seasonal, temporary, or part-time non-union selections

To apply for Veterans Preference, the applicant must attach the required documents when submitting their application.

• Scan and combine all documents into one file before uploading it to the Attachments section of the application.
• Submitting this information is optional, but preference points cannot be awarded without it.
• Points are only awarded if the applicant passes all exams and submits all required documents to Human Resources.

OPEN SELECTIONS

Veteran

Required Documents:

• DD214 or DD215 ("Member-4" copy) showing honorable discharge.

Disabled Veteran

Required Documents:

• DD214 or DD215 ("Member-4" copy) showing honorable discharge;
• U.S. Department of Veterans Affairs (USDVA) Disability Rating Decision showing a service-connected disability rating of 10% or greater, dated within the past 12 months.

Spouse of Disabled Veteran

Required Documents:

• Marriage certificate;
• DD214 or DD215 ("Member-4" copy) showing honorable discharge;
• USDVA Disability Rating Decision showing a service-connected disability rating of 10% or greater, dated within the past 12 months.

Eligibility:

• The applicant must currently be married to the veteran;
• The veteran must meet the minimum qualifications for the position but be unable to use the preference because of a service-connected disability. The applicant must explain this in their response to the related question in the Agency Questions section of the application.

Spouse of Deceased Veteran

Required Documents:

• Marriage certificate;
• Death certificate;
• DD214 or DD215 ("Member-4" copy) showing honorable discharge;
• USDVA Disability Rating Decision showing a service-connected disability rating of 10% or greater.

Eligibility:

• The applicant must not have remarried;
• The veteran must have died during active duty or as a result of an injury received during active duty.

PROMOTIONAL OR INTERNAL SELECTIONS

Points are only awarded to Disabled Veteran's score one time, on first promotional or internal only selection process after securing City employment.

Disabled Veteran

Required Documents:

• DD214 or DD215 ("Member-4" copy) showing honorable discharge;
• USDVA Disability Rating Decision showing a service-connected disability rating of 50% or greater, dated within the past 12 months.

Please refer to Minnesota Statute 197.455 for additional information about Veterans' Preference.

Eligible City of Duluth employees earn a competitive salary and benefits package, including:

• Vacation, Sick and Personal Leave
• Paid Holidays
• Medical Plan
• Dental Plan
• Life Insurance
• Flexible Spending Accounts
• Retirement Benefits
• Deferred Compensation
• Training and Advancement Opportunities
• Employee Wellness Program
• Employee Assistance Program