Placer County

Document Solutions Supervisor (#11781)

$28.84-$36.01 Hourly / $4,998.93-$6,241.73 Monthly / $59,987.20-$74,900.80 Yearly


DEFINITION

To plan, organize, direct, schedule, and supervise Document Solutions operations within the County; to provide staff assistance to the management staff; to coordinate the county records management program; and to perform a variety of technical tasks relative to the assigned area of responsibility.

DISTINGUISHING CHARACTERISTICS

This is a single-position classification that performs full, first-line supervisory responsibilities which include planning, assigning and evaluating the work of subordinates in the Document Solutions Division.

This class is distinguished from the Central Services Manager in that the latter provides full functional management responsibility for the entire Document Solutions function in the County Executive Office, whereas this classification is responsible for the day-to-day supervision of an assigned work unit within a department

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

  • Recommend and implement unit goals and objectives; establish schedules and methods for the Document Solutions Division; draft for approval and implement policies and procedures.
  • Plan, prioritize, assign, supervise, and review the work of staff involved in Document Solutions operations and the county records management program.
  • Evaluate operations and activities of the work unit; recommend improvements and modifications to streamline processes; prepare various reports on operations and activities; and prepare and maintain other reports and records.
  • Supervise, monitor, and participate in the daily operations and workflow of the Document Solutions Division, including printing services, mail/courier services, centralized paper and forms inventory, forms management, and recycling and document destruction.
  • Monitor production status and project completion using printing software applications; follow up with appropriate staff when deadlines change or are not met.
  • Recommend, implement, and maintain the countywide records retention policy and assist in the development and maintenance of department-specific retention schedules.
  • Recommend, organize, and implement the countywide records management program in accordance with the countywide records retention policy.
  • Direct, oversee, and participate in records management work activities, projects, and programs; monitor work-flow; review and evaluate work products, methods, and procedures.
  • Establish methods for transfer, storage, reproduction, and disposal of documents.
  • Coordinate storage and retrieval of inactive county records; monitor records transactions performed by vendor and related monthly charges.
  • Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for staff, materials and supplies as needed; monitor and control expenditures.
  • Participate in the selection of staff; direct training and staff development in coordination with higher level staff; prepare first-line supervisory performance evaluations; recommend discipline; implement discipline procedures as directed.
  • Supervise training activities of assigned work unit or section; train lead staff; ensure that new personnel are trained in the systems and procedures related to program functions including operation of systems used; troubleshoot problems and respond to questions and inquiries from other department staff.
  • Analyze software application issues and resolve or refer as appropriate; consult with vendors regarding program equipment and techniques; coordinate vendor purchases; assist in systems analysis and make recommendations for efficiency.
  • Assure that subordinate staff understand and comply with all policies and procedures of the Document Solutions Division. Provide technical assistance on special projects for department and County management personnel.
  • Represent the Document Solutions Division to outside agencies and organizations as directed by higher level management staff; participate in outside community and professional groups and committees; provide technical assistance as necessary.
  • Research, collect data, and prepare statistical, technical and/or administrative reports as required; prepare written correspondence; participate in the preparation of procedural manuals for Document Solutions staff.
  • Assist staff with difficult situations, both on the phone and in person.
  • Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary.
  • Build and maintain positive working relationships with co-workers, other County employees, and the public using principles of good customer service.
  • Provide back-up support to higher-level staff as required.
  • Perform related duties as assigned

WORKING CONDITIONS

Work is typically performed in an indoor office and/or warehouse environment with moderate to loud noise levels and controlled temperature conditions. Position requires travel to and from other locations in a variety of outdoor weather conditions.

MINIMUM QUALIFICATIONS

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the required knowledge and abilities would be:

Experience: Three years of increasingly responsible experience performing a broad range of duties in a printing, mail service, or records management environment, including one year of supervisory or lead responsibility.

Training: Equivalent to the completion of the twelfth grade supplemented by college coursework in public administration, business administration, or a related field.

License or Certificate:
May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

  • Principles and practices of centralized printing operations, including the methods, tools, and equipment used in offset printing.
  • Modern methods, techniques, and equipment used in centralized print shop and mailroom environments.
  • Word processing, database, spreadsheet, and other related software applications.
  • Principles of supervision, training, and performance evaluation.
  • Principles and practices of leadership, motivation, and conflict resolution.
  • Principles and practices of work safety.
  • Principles and practices of records management related to local government.
  • Techniques and practices of records inventory.
  • Budgeting procedures and techniques.
  • Organization and procedural analysis pertaining to records management.
  • U.S. postal regulations and rates.
  • Alphabetical and numerical filing methods.
  • Pertinent local, state and federal laws, ordinances, and rules related to area of assignment.
  • English usage, spelling, punctuation, and grammar.
  • Basic arithmetic and mathematical calculations.
  • Principles and practices of customer service and public contact.  

Ability to:

  • Organize, implement, and direct the operations and activities of the Document Solutions Division.
  • Plan, assign, supervise, and evaluate the work of assigned staff.
  • Develop and provide staff training as needed; prepare program documentation for staff training materials. 
  • Interpret and apply pertinent County and department policies, procedures, rules, and regulations.
  • Assist in the development and monitoring of an assigned program budget.
  • Draft and recommend policies and procedures related to assigned operations.
  • Prepare and maintain accurate and complete records.
  • Effectively prioritize assigned tasks and assign reasonable priorities to each task.
  • Analyze problems, identify alternative solutions, and project consequences of proposed actions.
  • Operate equipment and software applications used in centralized print shop and mailroom environments.
  • Train assigned staff in the operation and maintenance of tools and equipment used in centralized print shop and mailroom environments.
  • Communicate clearly and concisely, both orally and in writing.
  • Gain cooperation through discussion and persuasion.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports, and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policies and procedures.
  • On a continuous basis, sit at desk/console for long periods of time. Intermittently twist and reach office equipment; walk to obtain printer materials from printer; write or use keyboard to communicate through written means; verbally give instructions to officers in the field; lift moderate weight.

MISCELLANEOUS INFORMATION

Length of Probation:

  • All permanent appointments from open eligible lists to positions in the classified service shall serve a probationary period of twelve (12) months or two thousand eighty (2,080) hours, whichever is more.

Bargaining Unit:

  • General

CLASS: 11781; EST: 12/11/2017; REV: 8/1/2020;