STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Mail and Duplicating Services Manager

Office/On-Site

Recruitment #220722-4799MP-001

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Introduction



Looking for an opportunity to advance in your career with the State of Connecticut?
If so, we invite you to check out this opportunity!

The Department of Revenue Services is seeking to hire a State Program Manager to oversee and manage the day-to-day operations of the Mail and Duplicating Services unit.

POSITION DETAILS
This unit is responsible for the collection, processing and scanning of all inbound mail to the department as well as the creating and mailing of all outbound correspondence/notices.

A major objective of this position is to review current functions, processes, and organizational structure in the unit and develop a long-term plan for streamlining processes and document the workflow for the inbound and outbound mail processes. The incumbent will expand the use of existing hardware and software to track bottlenecks and create reports to manage and evaluate work volumes in all areas. Another main function of the position will be to work with the agency's current IT modernization project team to make recommendations based on volume to increase electronic data collection and reduce paper processing in the agency.

This position is located on-site at our office in Hartford, CT. Schedule is Monday-Friday between 7:30 to 4:00, but hours can be flexible based on operational needs.

Selected candidate will be responsible for: 
  • Managing overall day-to-day operations of the mail, duplicating and scanning services ;
  • Overseeing budget and inventory for all mail and duplicating processes.
  • Overseeing agency-wide scanning of correspondence for Agency staff via the SharePoint system;
  • Overseeing mailroom functions including daily pickups at multiple locations, logging of certified mail and all outgoing mail;
  • Overseeing a duplicating area which generates all outgoing print job correspondence (bills, notices, delinquencies, tax return mailing, etc.);
  • Working with the Business Office on approving invoices for vendors, equipment and major supply orders;
  • Evaluating current staffing levels and develop plan to fill staffing needs created through attrition;
  • Documenting workflow of inbound and outbound mail and processing;
  • Expanding the use of existing hardware and software to track bottlenecks;
  • Developing reports to manage and evaluate work volumes in all areas to be shared with agency management;
  • Reviewing current processes in the unit and develop a long-term plan for streamlining processes;
  • Working with the agency’s CTAX project team (responsible for upgrading the agencies integrated tax administration system and taxpayer self-service portal) to make recommendations based on volume to increase electronic data collection and reduce paper processing in the agency;
  • Identifying strengths and weaknesses in the unit and work on a reorganization plan to bring the unit to an operationally efficient status;
  • Cross-training staff to support needs of the unit during the peaks in tax filing season.
ABOUT US
         
The mission of the Department of Revenue Services is to instill public confidence in the integrity and fairness of tax collection; achieve the highest level of voluntary taxpayer compliance; continuously improve agency performance; contribute to the fiscal and economic well-being of the state; and provide a positive and professional workplace.

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.

Before you apply, make note of the following:
  • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.
  • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
  • Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
  • All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.
Important information for after you apply:
  • This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the questionnaire's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
  • Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
  • Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
Questions about this position should be directed to Jake Ferrari via email at jake.ferrari@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for planning, organizing and directing an agency program and/or project or directing the development and administration of programs within a division.  

SUPERVISION RECEIVED

Receives general direction from an administrative official of higher grade.  

SUPERVISION EXERCISED

Directs staff as assigned.

EXAMPLES OF DUTIES

Directs the administration and/or operations of an agency program and/or project or division; coordinates, plans and manages program and/or project activities; formulates goals and objectives; develops or assists in development of related policy; interprets and administers pertinent laws; provides input or evaluates staff; prepares or assists in preparation of budget; maintains contact with individuals both within and outside of agency who might impact on program and/or project activities; serves on committees and/or and task forces as required; speaks before professional and lay groups on subjects related to agency mission; performs related duties as required.  

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of and ability to apply management principles and techniques; considerable knowledge of relevant State and Federal laws, statutes and regulations; considerable knowledge of project management; considerable knowledge of the principles and practices of business and public administration with emphasis on effective organization, administration and management considerable ability to analyze organizational problems and determine effective solutions; considerable interpersonal skills; considerable oral and written communication skills.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Nine (9) years of professional experience.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must been in a consultative capacity with programmatic and administrative or project management responsibilities in the specific area of assignment. 

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

1. College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of four (4) years for a Bachelor's degree.

2. A Master's degree in business administration, public administration or a closely related field may be substituted for one (1) additional year of the General Experience.

3. Department of Labor: Two (2) years of experience as an Apprenticeship and Training Program Manager may be substituted for the General and Special Experience.    

PREFERRED QUALIFICATIONS

  • Experience overseeing a unit responsible for intake and processing of inbound and outbound mail and duplicating services;
  • Experience communicating in person, on the phone, and in writing with a variety of parties, including co-workers and the public;
  • Experience with process improvement techniques and methods;
  • Experience managing and collaborating throughout all levels of a diverse staff to achieve common goals;
  • Experience leading staff by thinking critically, managing productivity, defining expectations and establishing measurable goals;
  • Technical experience with mail and duplicating equipment.

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.





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