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Electronic Document Management Administrator

Company: Tacoma Housing Authority
Location: Tacoma
Posted on: May 4, 2021

Job Description:

JOBSALARY:DOEThe typical starting annual salary is $70,000 - $90,150This represents the Min to Mid salary range.--PURPOSE OF POSITIONThe Electronic Document Management (EDM) Administrator supports Tacoma Housing Authority's (THA's) strategic and operational objectives in the following way: Serves as a liaison among departments, technical resources, and project stakeholders to identify, articulate and facilitate business process and systems changes related to document digitization and document-driven business processes and workflows. The ECM Administrator provides end-user support and training to our employees, working with our subject matter experts (SME's) to gather business requirements and translating those business requirements into application functional and technical requirements.SUPERVISION REQUIREDThe employee normally receives little instruction on day-to-day work and receives general instructions on new assignments. EXAMPLE OF DUTIESESSENTIAL DUTIES AND RESPONSIBILITIESPlanning and implementationEstablish a process to complete the planning and implementation of an EDM software system.In partnership with other managers, lead the agency project to move to electronic documentation.Work with each department on a consultative basis to ensure document management business processes are adhered, EDM best practices utilized, approval workflows clear, content ownership is defined, and content review cycles are established.Resolve, with assistance of content owner, all issues related to documents not meeting applicable quality standards.Write, edit, and provide support across all stakeholders as to best practice for curating EDM content.Fulfill requests from various stakeholders as it relates to document input, review, update, and deletion activities and serve as point of contact for resolving document handling exceptions with users.Develop and maintain an overarching document structure.Using best practices, identify gaps in documents and content with content owners on legacy documentation and ongoing integration of new documents to ensure accuracy.Proactively identify opportunities to improve workflow and processes.Provide training and documentation to end users on document management best practices and compliance with Information Management governance guidelines and standards.Ensure user permission rights and roles are properly assigned and in compliance with security policies.Ensure releases/updates to the Electronic Document Management System are functionally validated and communicated to all appropriate stakeholders.Build/configure workflows within EDM Software System.Participate on business process improvement teams.Employee accountability--Present a professional image as a representative of THA.--Perform all these responsibilities in service to THA's social justice and business mission to assist low-income households and other customers, and to do so in ways that aspire to programmatic and administrative excellence.Maintain a high degree of confidentiality relative to work performed.Fulfill all duties and responsibilities with a high level of integrity, honesty and adherence to agency policies and rules.Establish and maintain effective professional working relationships with co-workers, management, partner agencies and the community.--DIVERSITYTHA's staff, its clients, and the staff of community partners are diverse in many ways, including diversity by race, national origin, language, sexual orientation, gender identity, gender expression, age, and disability. THA considers this diversity to be an important asset. All THA employees must engage diverse people in constructive and effective ways as supervisor, colleague, business partner, and/or service provider.SECONDARY POSITION TASKSServe as a member of committees, as directed.Perform related duties or responsibilities as assigned. MINIMUM QUALIFICATIONSPOSITION REQUIREMENTS AND QUALIFICATIONSEducation Level and ExperienceBachelor's degree with major course work in information systems/technology, business administration, liberal arts or a related field.Three+ years of related experience in enterprise content management and business systems analysis.Housing experience a plus. Experience within a Microsoft environment a plus.Or: In place of the above requirements, the incumbent may possess a combination of relevant education and experience that would demonstrate the individual's knowledge, skill, and ability to perform the essential duties and responsibilities listed above.KNOWLEDGE, SKILLS AND ABILITIESPossess or acquire and maintain a high level of expertise in the current and evolving principles and practices in the following areas:Knowledge of EDM (Electronic Document Management) and implementing an EDM system.--Knowledge of all aspects of project management tools, principles and practices, fiscal and budgetary principles, and regulations.Knowledge--of--information--systems--development,--including--analysis,--design,--testing,--implementation,--maintenance,--documentation--and--training--procedures--and--practices; knowledge--of--multiple--technology--platforms.Knowledge--of--business--process--analysis,--functional/technical--requirements--development--and--business--benefit--analysis--and--realization.Demonstrate an ability to get along with others effectively; to lead and inspire, to build teams and manage conflict; to participate as a team member; and to give and accept criticism constructively.Write clearly and informatively; edit work for spelling and grammar; able to read, write and interpret documents of a technical nature.Able to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.Can attend to highly detailed work accurately and efficiently; able to organize and work independently in an environment of frequent interruptions.High level ability to plan projects effectively, manage their timely implementation and effectively use the agency's other management tools.Have a high regard and ability to meet schedules and timelines; demonstrate excellent ability to work independently with little direction. Ability to engage a wide variety of people with a high level of professionalism, courtesy, and good humor, including culturally, socially, and economically diverse populations, seniors, persons with disabilities, contractors, and professional colleagues.Possess a high degree of proficiency in agency software and otherwise to be effective without close clerical support.CERTIFICATION/REGISTRATIONSDepending upon assignment a WA driver's license with acceptable driving record and auto insurance may be required.Project--Management--Professional--(PMP)--certification, PMI--Agile--Certified--Practitioner--(PMI-ACP) and/or--Scrum Master Certification a plus. SUPPLEMENTAL INFORMATIONPHYSICAL DEMANDS AND WORK ENVIRONMENTThe physical demands and work environment characteristics described here are representative of those that an employee must handle to successfully perform the essential functions of this job. The job's activities occur primarily in indoor office settings:Occasional standing, walking, sitting, using hands to finger, handle, or feel objects, tools or controls; reaching with hands and arms; climbing stairs; balancing; stooping, kneeling, crouching or crawling; talking or hearing; occasionally lifting and/or moving up to 25 pounds.Close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time.The noise level in the work environment is usually moderate.Note:First consideration will be given to applications received before April 23, 2021.The above job description is not comprehensive. The job responsibilities may include other duties. This job description also does not constitute an employment agreement between THA and the employee. THA may change the job duties as it determines to be necessary or useful to meet its needs.

Keywords: Tacoma Housing Authority, Tacoma , Electronic Document Management Administrator, Executive , Tacoma, Washington

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