Senior Technical Communications and Documentation Specialist

Pay Range: $60.00hr - $65.00hr

Job Overview:

The Technical Communications and Creative Services Specialist is a cross-functional role supporting both the agency's Communications Department and the client Division with its applications and functions. The position combines strategic communications, graphic design, digital media production, technical writing, project coordination, and documentation management to support agency communications initiatives and technology implementation efforts. In support of the Communications Department, the role develops and produces visual and written materials across print and digital channels, including publications, presentations, informational materials, and digital communications. The role also contributes to communications planning, creative development, brand consistency, and the delivery of clear, accessible materials that advance agency priorities and engage internal and external audiences. In support of agency projects, the role is responsible for developing, maintaining, and coordinating technical and project documentation required for system implementation, operational support, federal funding approval, and ongoing compliance with regulations and guidance issued by the Administration for Children and Families (ACF) and the Children's Bureau. The role translates complex systems, processes, and organizational priorities into clear documentation, visual communications, training materials, and other project deliverables while supporting documentation governance and information management. This role will work closely with the Development Team focusing on UX and UI design to ensure applications are intuitive, easy to navigate, and create a visually appealing experience for end users. The candidate will collaborate with Communications staff, project managers, business analysts, system architects, technical developers, quality assurance teams, external vendors, and other stakeholders to deliver effective communications and project outcomes aligned with agency priorities, brand guidelines, project requirements, and applicable federal regulations.

Responsibilities:

• Assist the Project Management Office (PMO) and agency divisions with tasks and documentation for new and ongoing projects.
• Partner with staff, editors, writers, IT, and external vendors to manage projects from concept through delivery.
• Lead cross-functional meetings to discuss projects, tasks, and process documentation.
• Manage internal and external agency communications, both written and verbal.
• Assist in developing and executing strategic communications plans that integrate both digital and offline tactics.
• Coordinate timelines, resources, and workflows to ensure high-quality, on-time deliverables.
• Develop dashboards and monitoring tools for users to track project and/or task progress.
• Concept, design, and produce print and digital collateral such as infographics, presentations, whitepapers, eBooks, etc. while adhering to industry and agency brand standards.
• Manage and create engaging content for websites, social media platforms, and other digital assets.
• Support campaigns that align with organizational objectives, monitor trends, analyze performance, and track metrics.
• Contribute fresh ideas and creative approaches that enhance audience engagement and organizational visibility.
• Ensure digital communications and design deliverables meet accessibility standards, including WCAG guidelines, to support inclusive access across digital platforms and materials.
• Develop and maintain implementation and operational documentation to include deployment guides, system configuration documentation, operational procedures, and other project documentation.
• Maintain end-user documentation and training materials including user guides, training manuals, job aids, online help content, and knowledge base documentation to support system implementation and ongoing operation.
• Review agency applications and websites using user feedback and project metrics to recommend improvements to content quality and user experience.
• Create and maintain agency document repositories (e.g., SharePoint, Smartsheet) and ensure the documentation is updated as operational processes, tasks, requirements, and system functionality evolve, including initial setup, organization, version numbering, file indexing, and staff training.
• Initiate and manage a statewide document scanning project to digitize paper documents located in each county office and the state office working with a vendor selected through a bidding process, establishing document naming and numbering conventions to ensure documents are unique, traceable, and easily retrievable.
• Conduct periodic reviews to audit naming and numbering conventions to ensure they support agency process workflows and audit requirements.
• Maintain documentation standards, templates, version control processes, and documentation governance procedures to ensure consistency and traceability across all project documentation.
• Coordinate, prepare, and maintain federally required documentation for an agency system to ensure compliance with regulations and guidance issued by the ACF and the Children's Bureau.
• Work with the PMO and the Finance Division to prepare required federal information and incorporate it into required templates, including Advanced Planning Documents (APDs), Operational APDs (OAPDs), supporting narratives, and related documentation required to obtain and maintain federal approval and funding.
• Support responses to federal review comments, documentation requests, and audit inquiries from ACF, the Children's Bureau, or other oversight bodies.
• Document system architecture, modular design, functionality, and technical implementation methods to demonstrate compliance with regulations (45 CFR 1355 and 1356) and federal system certification expectations.

Required Skills/Experience:

• Bachelor's degree or higher in a related field (such as Information Services, XX, Communications, etc.).
• 7+ years of effective communication, organizational, and time management skills.
• 7+ years of strong writing, editing, and visual communication skills with an adaptive style for different platforms and audiences.
• 7+ years of proficiency in process optimization and internal documentation.
• 7+ years of demonstrated ability to work independently as well as collaboratively within a team.
• 5-7 years of professional experience in graphic design, digital media, or communications.
• 5-7 years of experience with tools including Microsoft Office Suite (PowerPoint, Excel, Word), Adobe Creative Cloud (Illustrator, Photoshop, InDesign), Microsoft SharePoint, Microsoft Teams, Adobe Workfront, Google Workspace, Smartsheet, Confluence, Lucidchart, and SAP Business Network.

Preferred/Not Required:

• 5-7 years of experience working with information systems, cloud technologies, data analysis, or technology implementation projects.
• 5-7 years of knowledge of User Experience (UX) design.
• 5-7 years of experience with accessibility standards (WCAG).
• Experience with communications related to child welfare.