Documentation Analyst-Management Analyst II

City of Tacoma
Tacoma, WA

About Tacoma

Tacoma is a mid-sized urban port city that sits along the Puget Sound with a population of nearly 210,000. The third largest city in the state of Washington, it is a diverse, progressive international gateway to the Pacific Rim.


Tacoma boasts the state's highest density of art and history museums, and is home to a flourishing creative community of writers, artists, musicians, photographers, filmmakers, chefs, entrepreneurs, and small business owners who each add their unique flair to the city's vibrant commercial landscape. The iconic Tacoma Dome has endured as a high-demand venue for some of the largest names in the entertainment industry.


A magnet for families looking for affordable housing options in the Puget Sound area, Tacoma also draws those who prefer to live in a more urban downtown setting with competitively priced condos and apartments that feature panoramic mountain and water views.


Tacoma's natural beauty and proximity to the Puget Sound and Mount Rainier draws hikers, runners, bicyclists, and maritime enthusiasts to the area. Its lively social scene is infused with energy by thousands of students attending the University of Washington Tacoma, the University of Puget Sound, the Evergreen State College Tacoma campus, and Tacoma Community College, as well as a number of local trade and technical colleges. Its prime location – just 20 minutes south of the Seattle-Tacoma International Airport, 30 miles north of the state capital in Olympia, and within 10 miles of the U.S. Department of Defense's premier military installation on the West Coast – only adds to Tacoma's desirability. To see a few of the great things Tacoma has to offer, view this YouTube Video!


Position Objective

The City of Tacoma is recruiting for the position of Documentation Analyst in the appointive (at-will) classification of Management Analyst II, for the Environmental Services Department.  We are seeking a teammate who genuinely values our mission, healthy neighborhoods, a thriving Puget Sound, and the role of sound science to inform decisions.


The successful candidate for this position will manage the documentation needs for a wide range of customers throughout the department, which includes technical writing, create and update Pump Station Manuals and Sewer Transmission Maintenance Manuals; develop and maintain the Operations and Maintenance Manual for the North End Treatment Plant, assist the Electronic Documentation System (EDS) Program Manager with NPDES permit-required electronic Operations and Maintenance (O&M) section content of the EDS for the Central Treatment Plant; perform a variety of field services and online research and analysis of information and data; provide documentation services such as writing, editing and graphics to support a wide variety of department staff needs; and train users of the O&M manual, EDS, and other generated materials.


The Electronic Document System (EDS) is a SQL-based database designed to store, organize, manage and display a variety of documentation for Environmental Services employees.  It includes operations and maintenance manuals, drawings, procedures, reports and other documentation for the City's wastewater treatment plants and pumping stations, as well as emergency plans, safety information, employee training materials, and other related documentation.  The EDS supports the mission of the organization by maintaining accurate, up-to-date documentation for the division's assets and functions, which maintains our compliance with both the National Pollutant Discharge Elimination System (NPDES) permit and the Environmental and Sustainability Management System (ESMS) certification program (ISO 14001 certification).  


Our Ideal Candidate is someone who:

  • Has proficient technical writing and time management skills.
  • Understands the basic design principles of effective electronic documentation.
  • Is comfortable working with HTML tags and syntax.
  • Understands how to use links, hot spots, and image maps as navigational aids.
  • Has some basic familiarity with mechanical equipment and instrumentation.
  • Can effectively convey ideas and information verbally, in writing, and graphically through the use of flow charts or diagrams.
  • Is self-motivated and can work with little or no supervision.
  • Can collaborate and negotiate with multiple audiences and stakeholders to manage shared information and objectives.
  • Will be a champion for EDS, train EDS users, and consistently help EDS users achieve desired outcomes.
  • Has the patience and persistence to manage a project from inception to completion.
  • Can manage multiple projects and priorities to meet the needs and goals of the organization.
  • Is innovative and detail-oriented.
  • Is action-oriented, and identifies and seizes new opportunities with enthusiasm.
  • Can make sense of complex, contradictory information to effectively solve problems.
  • Enthusiastically embraces our core mission and values.
  • Fosters continuous improvement, innovation and initiative.

Essential Job Duties

  • Update EDS content as needed to stay current with changes in the facility.
  • Manage Change Requests and user input to keep the EDS content accurate.
  • Manage user assignments/permissions and troubleshooting/repairing issues. pertaining to user accounts.
  • Post updates for Standard Operating Procedures (SOP's), Laboratory Procedures, Control Strategies, and other documents that are typically updated by Operations, Engineering and/or Maintenance personnel.
  • Troubleshoot and resolve problems encountered by EDS users by researching options and alternatives and communicating effectively with a wide variety of customers.
  • Work with internal and external database managers to correct any software issues, problems, or updates that impact usability of the database.
  • Produce and maintain EDS training materials, and train employees on EDS use as requested.
  • Create/edit/format/illustrate documents such as: Emergency Response Plans, ESMS procedures, Sewer Transmission Maintenance manuals, employee training presentations, facilities maps and directions.
  • Provide writing, graphics and photography services, such as: brochures, presentations, organizational charts, and other documents.
  • Schedule, lead, coordinate, facilitate and attend meetings, conferences seminars and training.
  • Administration duties as needed.

City of Tacoma Recruitment

One of the primary goals of the Equity and Empowerment policy framework is that the City of Tacoma workforce reflects the community it serves. We actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Our goal is for Tacoma to be an inclusive and equitable place to live, work, and play.


 Qualifications:DESIRED QUALIFICATIONS:

  • Bachelor's Degree.
  • Three or more years of experience in technical writing and working with electronic documentation or database management.
  • Familiarity with SQL database structure and software.
  • Knowledge of the technology used for water/wastewater treatment and transmission. 
  • Effective use of illustrating, flowcharting, and presentation software.
  • SAP experience.

 Knowledge & Skills:COMPETENCIES:


Analysis:  

Use data and information in a clear and rational process to assess and understand issues, evaluate options, form accurate conclusions, and make decisions. Gather, assemble, analyze and evaluate facts to draw logical conclusions and make proper recommendations and prepare clear, concise, and comprehensive written reports which require displaying and presenting statistical, graphical, and other reporting methods to audiences of varying technical sophistication.

 

Research:  

Effectively identify, collect, organize and document data and information in ways that make the information most useful for subsequent assessment, analysis, and investigation. Compile and maintain reports, records and various other forms of pertinent information in an organized and professional manner.

 

Problem Solving

Use intelligence, common sense, hard work and tenacity to solve particularly difficult or complicated challenges. Employ expertise, credibility, and effective partnering to help clients identify, evaluate and resolve complex or sensitive issues, problems and service needs.


Communications Effectiveness:  

Effective verbal and written communication, including compilation of reports, presentations and records; and interacting respectfully and sensitively with individuals and groups to develop and maintain productive relationships and achieve results. Makes excellent customer service a high priority, responding to changing customer needs, and helping customers implement complete solutions.

 

Professionalism:  

Conduct all assignments in a professional and timely manner. Work with confidentiality and discretion. Maintain professional skills that apply to all aspects of field of assigned specialty through continued education and/or training. Remain current by reading and interpreting applicable ordinances, rules, regulations, policies and procedures.


Program Management

Appropriately prioritize and concurrently provide guidance and consultation on multiple programs, integrating many factors into decisions, and ensuring that work progresses toward achieving goals and objectives.


 Selection Process & Supplemental Information:Interested individuals must apply online and attach a detailed resume and cover letter highlighting why you believe this job is the right fit for you and your career goals. Supplemental questions regarding an applicant's experience and training are also included in the application form.  These questions will be used to assess candidate minimum qualifications and to provide additional information to the hiring managers regarding candidate experience.  Additionally, a relevant writing sample or samples of your work is required in the supplemental questions section of this application.

 

NOTE:It is in the best interest of all candidates to ensure their application materials are submitted via the on-line process before the closing date.  Applications received without the required resume, cover letter, and writing sample(s) will not progress in the selection process.

 

Applicants who have the strongest backgrounds related to the responsibilities of this position will be invited to participate in the interview process. Appointment is subject to passing a background check.


Communication from the City of Tacoma:

We primarily communicate via email during the application process. Emails from cityoftacoma.org and/or governmentjobs.com must be placed on your safe domain list to ensure that you receive notifications in a timely manner. As a precaution, you may also want to check your junk email folders.


The online application system requires you to enter a substantial amount of information. Be prepared to spend at least an hour entering information. In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.

For assistance with the NEOGOV application process or questions regarding this job announcement, please contact the Human Resources office at (253) 591.5400 by 4:00pm of the closing date on the job announcement. This will allow us to assist you before the job announcement closes.

The Principles that Guide Us:

Tacoma, the City of Destiny, has a workforce of dedicated, talented employees with unique skills and perspectives. We embrace innovation and strive for excellence and community engagement. The Principles that Guide Us speak to the values that we embody as City of Tacoma employees, and represent the core of our work in public service. 

  • Integrity:  We conduct our personal, work group, and organizational actions in an ethical and honest manner, and we serve as responsible stewards of the public resources entrusted to us.
  • Service:  We treat everyone with courtesy and empathy. We provide customer-focused municipal services that produce high value and results.
  • Excellence:  We achieve the highest performance possible. We use collaborative and inclusive approaches to organizational and community issues. We are accountable for individually and collectively meeting high standards.
  • Equity:  We understand and reflect the community we serve. We ensure every community member has services and opportunities that will enable people to satisfy their essential needs and advance their wellbeing.