To plan, organize, direct and manage the activities of the Document Solutions Division within the County Executive Office, including printing services, mail/courier services, paper/forms inventory, forms management, recycling and document destruction; to coordinate Document Solutions activities with other divisions and departments; and to provide staff assistance to the Assistant County Executive Officer or designee.
The Manager level recognizes positions that provide full line and functional management responsibility for a division or program area within a department.
SUPERVISION RECEIVED AND EXERCISED
Receives administrative direction from the higher-level management staff.
Exercises direct supervision over technical and clerical personnel.
EXAMPLES OF ESSENTIAL DUTIES
Duties may include, but are not limited to, the following:
Develop and implement Document Solutions Division goals, objectives, policies and procedures.
Plan, organize and direct Document Solutions activities including in-plant offset lithographic printing operations; centralized quick-copy services using xerographic equipment; copy machines located in County departments; mail/courier services for County departments; centralized paper and forms inventory; forms management; recycling by County departments; and documents destruction.
Direct, oversee and participate in the development of the Document Solutions Division work plan; assign work activities, projects and programs; monitor work flow; review and evaluate work products, methods and procedures.
Maintain an effective safety program for employees supervised, including formal and informal training and meetings.
Prepare the Document Solutions budget; assist in budget implementation; participate in the forecast of funds needed for staffing, equipment, materials and supplies; administer the approved budget.
Recommend the appointment of personnel; provide or coordinate staff training; conduct performance evaluations; recommend discipline; implement discipline procedures as directed; maintain discipline and high standards necessary for the efficient and professional operation of the Department.
Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
Represent the Division to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary.
Research and prepare technical and administrative reports; prepare written correspondence.
Perform related duties as assigned.
Work is typically performed in an indoor office and/or warehouse environment with moderate to loud noise levels and controlled temperature conditions.
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: Five years of increasingly responsible experience performing a broad range of duties which result in a practical knowledge of printing and mail services, including two years of supervisory or lead responsibility.
Training: Equivalent to a bachelor's degree from an accredited college or university with major course work in public administration, business administration, print shop management, or a related field.
Required 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
Principles and practices of centralized printing operations, including the methods, tools and equipment used in offset printing.
Principles of effective shop management; and scheduling of work flow processes.
Modern methods, techniques, and equipment used in centralized print shop and mailroom environments.
Principles of effective forms design.
Principles and practices of leadership, motivation, team building and conflict resolution.
Pertinent local, state, and federal rules, regulations and laws.
Modern office procedures, methods and computer equipment.
Principles and practices of policy development and implementation.
Principles and practices of organizational analysis and management.
Principles and practices of work safety.
Budgeting procedures and techniques.
Principles and practices of supervision, training and personnel management.
Organize and direct the operations of the Document Solutions Division.
On a continuous basis, analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations, and codes; observe performance and evaluate staff; problem-solve Department related issues; remember various rules; and explain and interpret policy.
On a continuous basis, sit at desk and in meetings for long periods of time. Intermittently twist to reach equipment surrounding desk; bend, squat, climb, kneel, and twist when operating equipment; and lift moderate weight; perform simple grasping, pushing, pulling, and fine manipulation; use telephone and communicate through written means.
Perform the most complex work of the Division.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Gain cooperation through discussion and persuasion.
Interpret and apply County and Department policies, procedures, rules and regulations.
Prepare and administer a budget.
Supervise, train, and evaluate personnel.
Establish and maintain effective working relationships with those contacted in the course of work.
Communicate clearly and concisely, both orally and in writing.
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.