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Document Preparer Specialist

Company: Indianapolis Public Schools
Location: Indianapolis
Posted on: May 11, 2024

Job Description:

TITLE: Document Preparer Specialist


Indianapolis Public Schools (IPS) is a student-focused, innovative educational organization committed to academic excellence. Our mission is to empower and educate all students to think critically, creatively, and responsibly, to embrace diversity, and to pursue their dreams with a purpose. We are a family of excellent public schools in which every student has the opportunity to succeed and the power to create their own future.

Led by forward-thinking leadership and our commitment to prioritizing students, racial equity, and authentic engagement with our families, team members, and communities, our staff have diverse opportunities to develop their careers in a challenging but rewarding environment. We are an organization for people who are passionate about education and who are committed to the Indianapolis community.


We are looking for a service center associate that is responsible for proofreading and formatting polished documents and electronically fillable forms using Microsoft Word and Adobe Acrobat Pro DC. The Document Preparer is a thorough proofreader who corrects grammatical, punctuation and spelling errors while also taking the initiative to question content inconsistencies and known or suspected factual inaccuracies. The Document Preparer must understand the needs of various audiences and consistently exemplify the district brand of efficiency, accuracy, courtesy and intuitive service. The Document Preparer is a person with integrity who is often entrusted with keeping sensitive information, including press releases and Human Resources communications, confidential. This position reports to the Service Center Manager.


The following outlines what your core duties and responsibilities will be for this position and provides a sample overview of what your day-to-day may look like.

Core Duties and Responsibilities

--- Proofreads a wide variety of District communications to ensure they meet both IPS and Associated Press Stylebook guidelines.

--- Designs/redesigns Word documents that adhere to IPS branding guidelines.

--- Creates electronically fillable PDF forms.

--- Designs and revises document templates as needed while adhering to district branding guidelines.

--- Coordinates the review of community-requested flyer distribution approvals and notifies requestors of approval status.

--- Serves as customer service representative for the district that provides exemplary customer service to internal and external callers and guests.

--- Promotes pride and enthusiasm in district initiatives, ensures all communications reflect the standards and mission of IPS.

--- Screens and routes materials according to content of communications; routing duties require general knowledge of organizational operations and individual staff members' assignments and status of work.

--- Maintains satisfactory, regular, and predictable attendance by reporting to work as scheduled and keeping unscheduled absences to a minimum.

--- Acts as a point of contact for the transportation department and provides accurate and timely information or refers inquiries to proper personnel.

--- Tracks and monitors bus activity with a working knowledge of the district's GPS system.

--- Other duties as assigned

"Day In the Life" Overview

On a regular day, as a Service Center Associate, you might:

--- Convenes consultations with clients as needed to find layout and content solutions for complex written communications.

--- Monitors and composes responses to incoming Service Center general mailbox emails.

--- Answers incoming Service Center calls from parents and the general public.

--- Assist with front lobby coverage and/or mail room responsibilities.

--- Develops and implements a professional development plan to stay abreast of latest word processing and document layout software and practices.

--- Collaborate with another specialist to manage weekly workloads and workflow for large-scale projects.

--- Participate in training and quality assurance initiatives.


As an ideal candidate for this role, you will be able to achieve the following:

--- Follows production/approval protocols to maintain consistent, efficient and fair client service practices.

--- Remain calm under pressure while exhibiting a sense of urgency to resolve issues.

--- Demonstrates exceptional communication skills.

--- Shows respect and sensitivity for cultural differences; conveys an interest in other backgrounds and perspectives.

--- Follows instructions, responds to management direction; takes responsibility for own actions; self-motivated.

--- Demonstrates accuracy, thoroughness, and pride in work products.


--- Associate Degree (A.A.) in Journalism or English or equivalent from a university, two-year college or technical school is required; bachelor's degree preferred. Three years related experience and/or training in a corporate communications environment where a thorough grasp of the English language and AP style were demonstrated; or equivalent combination of education and experience.

--- One to two years of experience creating complex documents in Word, with the proven ability to create visually appealing documents.

--- Six months of experience creating electronically fillable forms using Adobe Acrobat, with the proven ability to create forms that are both functional and visually appealing.

--- Typing speed of 50 wpm required.

--- Experience in PowerPoint and Adobe is strongly encouraged.




Eligible per supervisor's discretion.


The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, and sit. The employee must regularly lift and/or move ten pounds, occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. While performing the duties of this job, the employee is regularly required to talk or hear.


Indianapolis Public Schools, in accordance with its nondiscrimination policies, will not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, pregnancy, veteran or military status, genetic information, sexual orientation, gender identity or expression, marital status, familial status, domestic violence victim status, homelessness or any other legally recognized protected basis under federal, state or local laws, regulations, or ordinances. Indianapolis Public Schools does not tolerate any form of retaliation or bias-based intimidation, threat, or harassment that demeans individuals' dignity or interferes with their ability to learn or work.


Essential functions, as defined under the Americans with Disabilities Act, may include any of the above representative duties, knowledge, and skills. This job description is illustrative only, and is not a comprehensive list of all essential functions and duties performed by the occupant of this position. Factors such as regular and punctual attendance are not routinely listed in job descriptions, but are an essential function.

Keywords: Indianapolis Public Schools, Indianapolis , Document Preparer Specialist, Other , Indianapolis, Indiana

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