Skip to main content

Job Standard for Desktop Publishing Specialist

View in Google Docs/Download

Employee Name:

Employee ID:

Employee PCN:

How to use this Job Standard:

  1. The Purpose, Scope, Qualifications and Job Functions are specific to this job title and can not be edited.
  2. Click “View in Google Docs/Download” and download to Word.
  3. Under Essential Functions you may add an additional 35%, specific to your department needs.
  4. Complete this standard before creating the job announcement and posting the position.
  5. This standard will be used as the new Job Description for the prospective employee.
  6. After hire is complete, insert Employee Name and PCN#

Desktop Publishing Specialist Overview

  • Person Group: Classified
  • Job Code: 1440
  • Pay Grade: I
  • FLSA Status: Non-Exempt
  • Career Level: Level 2
  • Family: Communications & Marketing
  • Function: Publications/Graphics


To edit, design layout, typeset and produce documents for publication using desktop publishing and graphics software applications; consult with users on project conceptualization and design; perform related work.

Level Scope

Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.

Minimum Qualifications

Good knowledge of: PC operating system and commands; computer resource management to include disk space, memory and file storage.

Some knowledge of: typography, printing and bindery equipment uses and capabilities; basic design and layout techniques.

Experience: conceptualizing project ideas and translating into camera-ready copy using desktop publishing software; using computer art or illustration techniques; using peripheral devices such as laser printers and fonts or optical scanner; writing and editing text for publication.

Knowledge, Skills, and Abilities

  • Knowledge of design techniques, tools, and principals involved in production
  • Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media
  • Ability to generate or use different sets of rules for combining or grouping things in different ways; developing, designing, or creating new applications, ideas, including artistic contributions.

Essential Functions

Key Responsibilities

60% of Time the Desktop Publishing Specialist must:

  • Positions in this class are predominantly involved in media production, consultation and coordination with users and printers. Any other duties which may be performed should relate directly to the main functions of this class.
  • Produces camera-ready copy for a variety of documents; determines format, artwork, photography, paper type, colors, typeface, typesetting specifications, size and finish; performs conversion process for system-to-system transport of document components; edits and rewrites text for content and clarity; may compose articles, news releases, or other material for publication; proofreads text; may enter typesetters codes; produces mockups and sets up master pages; creates layout grids for pasting up publications; crops and sizes photos and graphics; resizes and fits text; creates illustrations, graphics, line drawings and sketches; creates color separation for multi-color publications; works with printer to determine color, paper type, and folding; works with illustrators, graphic artists or designers to determine and create artwork; coordinates and schedules printing of completed projects; determines methods for document off-loading for storage; plans and sets up file categories for document storage and retrieval; may produce computer-generated media presentations using publication and illustration/graphics software; may produce short-notice projects; may scan maps, logos, photographs or illustrations to be transported for use as templates for drawings; may review blue-line copy and perform press check prior to printing.
  • Consults with users to create design concept for finished product; negotiates design concepts with multiple parties; provides technical assistance to users on typesetting methods, choice of fonts, and preparing copy for typesetting; assists users in determining time tables, deadlines and cost estimates for production; determines and recommends appropriate paper weight, type, color, and binding method to ensure quality of finished product; keeps abreast of developing desktop publishing technology and evaluates and recommends purchase of software applications and output devices.

35% of Time the Desktop Publishing Specialist

  • Determined by department needs

5% of Time the Desktop Publishing Specialist

  • Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and require wearing hearing protection.

Travel Requirement

Not applicable for Desktop Publishing Specialist

Career Path

Graphic Design, Exhibit / Graphics Designer

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.


Incumbent must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work. Final employment offers are contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual. In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.