Job Description

Under 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)

Requirements

Top 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.

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