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Document Specialist (ASO3) - General Services

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Document Specialist (ASO3) - General Services

Salary

$62,595.00 Annually

Location

Nashville, TN

Job Type

Full-Time Civil Service

Job Number

25275E

Department

General Services

Division

Administration

Opening Date

07/18/2025

Closing Date

8/1/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

Position Description

The Document Specialist supports the Department of General Services by managing the lifecycle of department documents. Responsibilities include creating document templates and styles, drafting and editing documents, as well as being responsible for document storage and organization. This position will work closely with General Services divisions to ensure documents are accurate, consistent, and up to date. This position will also train and advise divisions on document management methodologies, relevant Metro policies, and best practices.

The ideal candidate must be a motivated, organized, and dynamic professional with excellent writing, editing, and formatting skills, attention to detail, organizational abilities, and the ability to work collaboratively. Flexibility, positivity, reliability, and commitment to excellence are required.

The men and women in Metro’s General Services Department are there to make sure the rest of government works. From ensuring that our city’s vehicles run safely and smoothly, to keeping city buildings up to par to providing printing services and more, General Services is the support that allows other Metro departments to focus and achieve their missions.

This position is eligible for a hybrid work schedule that may include remote work.

Typical Duties

+ Work with divisions to draft and/or revise department documents, such as standard operating procedures (SOPs), work instructions, and business process documents in conjunction with subject matter experts.

+ Compile information and responses from department divisions into cohesive and organized documents.

+ Review documentation for accuracy, consistency, and completeness.

+ Work with internal teams to establish standard documentation templates, formats, and styles.

+ Manage document storage, access, and retention. Ensure documents are stored in appropriate locations and staff have appropriate access.

+ Work with leadership to develop and implement a document management strategy that includes a regular revision process for documents to ensure they are maintained and up to date, have version control for critical documents, and that documents are removed or archived as they become obsolete, in compliance with Metro’s records retention policies.

+ Train employees on document handling, management, and retrieval processes.

+ Serve as departmental Records Manager. Understand, interpret, and communicate Metro policies around documentation and document storage, including Metro’s record retention policies and sensitivity ratings.

+ Perform other duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE

Bachelor's Degree and two (2) year of professional experience in document management, creation of policies, procedures, manuals, or guidelines, or related areas.

*Additional experience may be considered in lieu of education*

Candidates with accreditations earned in a foreign institute are encouraged to apply.

Note: Per Metro Ordinance No. SO94-1078. All employees of the Metropolitan Government shall be residents of the State of Tennessee or become residents of the state within six (6) months of employment as a prerequisite to employment with the Metropolitan Government.

Preferred Experience, Knowledge, Skills, and Abilities

+ Strong proficiency in MS Office products (Word, Excel, Outlook, SharePoint, OneDrive, Vizio) and Adobe (Acrobat, InDesign).

+ Familiarity with electronic document management systems and file digitization software (Kofax Capture).

+ Excellent writing, editing, and proofreading skills and attention to detail.

+ Strong organizational, analytical, and communication/interpersonal skills, with the ability to work collaboratively with stakeholders.

+ Familiarity with document creation and management best practice and version control standards.

We are an equal opportunity employer. All individuals, regardless of personal characteristics, are encouraged to apply. Metro Nashville is committed to selecting the most qualified candidate for each of our roles.

Metro Nashville Government respects the religious beliefs and practices of all employees and will make, on request, an accommodation for such observances when a reasonable accommodation is available that does not create an undue hardship on business operations.

Requests for ADA or other protected accommodations for the recruitment process should be directed to Human Resources at 615-862-6640.

Full-time, Civil Service positions -

10 Vacation Days per year (increasing after 5 years of service)

1 Sick Day per month

12 Paid Holidays per year

Public Safety - Sworn and Civilian positions -

20 vacation days per year

3 Personal days per year

1 Sick Day per month

12 paid holidays per year

Part-time, Non Civil Service positions - Visit HR and Benefits webpages for more information.

Full-time, Non Civil Service positions - contact hiring department for benefits information

Seasonal/Temporary positions - no benefits offered.

01

What is the highest level of education you have completed?

+ No diploma

+ High School Diploma or equivalent

+ Associate's Degree

+ Bachelor's Degree

+ Master's Degree

02

Indicate your years of experience in document management, creation of policies, procedures, manuals, or guidelines, or related areas.

+ No Experience

+ 1 year or less

+ 2 - 3 years

+ 4 - 5 years

+ 6 or more years

03

Please describe your years of experience in document management, creation of policies, procedures, manuals, or guidelines, or related areas. If no experience, please type "N/A"

04

Describe your experience with electronic document management systems and file digitization software. If no experience, please type "N/A"

05

Describe your experience with document creation and management best practice and version control standards. If no experience, please type "N/A"

Required Question

Employer

Metropolitan Government of Nashville & Davidson County

Address

Human Resources Department 700 President Ronald Reagan Way, Suite 201 Nashville, Tennessee, 37210

Phone

(615) 862-6640

Website

http://www.nashville.gov/Human-Resources/Employment-Opportunities.aspx

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