Project Coordinator and Document Specialist

Washington D.C
May 19, 2022
May 30, 2022
Full Time
Minimum Qualifications

  • Bachelor's degree in Business Administration, Communications, Marketing Information Systems, Graphic Design

  • A minimum of four (4), years of experience with the development of documents by software or by hand, utilizing quality design criteria, including web content design, templates, newsletters, operating procedures and quality reports.
  • Experience with the oversight of departmental document repositories.

  • N/A

  • Graphic Design Technical Training

Medical Group

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

Job Summary

The Project Coordination and Documentation Specialist develops and manages messaging campaigns, special projects and the integration of a strong customer focus in reporting. The incumbent utilizes standard software tools, databases and other project management methods to develop, coordinate and direct the advancement of the department's enhanced reporting and messaging frameworks. The incumbent prepares a variety of skilled graphic design and layout work in preparation of various slides, brochures, newsletters, web pages, forms and reports which include computer graphic systems and software. The incumbent serves as a liaison and point of contact for Metroweb Intranet updates on behalf of QICO. The Specialist assists with document control administration in accordance with WMATA Quality Management System standards.

  • Prepares quality-controlled documents that contain necessary attributes, such as, proper naming convention and signature fields, as appropriate. Demonstrates practical and logical decision making by creating document standards for quality control in alignment with the WMATA Quality Management System Plan (QMSP).
  • Produces electronic publications with adherence to WMATA and industry standards in design and editorial style. Electronic publications may include, but are not limited to, executive management monthly reports, email communications to all WMATA personnel, and audit related publications sent to external regulatory bodies such as National Transportation Safety Board (NTSB) and Washington Metrorail Safety Commission (WMSC). Ensures information and communications are in compliance with Section 508 of the Rehabilitation Act of 1973 to improve the accessibility of all persons with disabilities.
  • Produces intranet web pages, display banners and navigation aids, and adapts written material for print and electronic distribution. Production of various forms of communication with internal and external customers ensures the timely delivery of information regarding the WMATA QMSP.
  • Performs graphic, writing, image capture/photo manipulation, multimedia, computer-assisted layout and illustration using tools such as ready-made software, scripts, graphics and site management software, to create and copy, for replication and distribution via the WMATA Intranet. Production of various forms of communication to internal customers in compliance with established WMATA style guidelines.
  • Collects and ensures controlled documents are stored for historical reference within MetroDocs or a designated document storage repository. Controlled documents must be stored within guidelines of QICO standard operating procedures.
  • Prepares internal policy and procedure documents for review by QICO members on a platform (MetroDocs) that allows recording of training compliance of documents by each job classification.
  • Manages the content of INCP/QICO intranet and internet web pages. Intranet/internet web pages must convey accurate information to customers.
  • Supports QICO teams with visualizing and streamlining their reports depending upon the content and audience and creating effective presentations through engaging visuals and streamlined information flow. Teams need specialized support in report creation to assist with designs to appropriately convey necessary information.
  • Develop and submit appropriate progress reports, as required, to record a project's completed tasks or any challenges causing project delays. Many projects assigned to this position are time sensitive.

The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:
  • Skills and/or behavioral assessment
  • Personal interview
  • Verification of education and experience (including certifications and licenses)
  • Criminal Background Check (a criminal conviction is not an automatic bar to employment)
  • Medical examination including a drug and alcohol screening (for safety sensitive positions)
  • Review of a current motor vehicle report


WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.

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