TITLE Assistant Copy Center Supervisor
CLASSIFICATION NUMBER 5326
IMMEDIATE SUPERVISOR Copy Center Supervisor
MAJOR ADMINISTRATOR Director of Communication Services
The Assistant Copy Center Supervisor provides first-line supervision during the assigned shift including: assisting with staffing and training of employees, scheduling and assigning copy production work, communicating with customers regarding their copy production needs, pricing jobs, monitoring quality control standards, and assisting with the coordination of Copy Center operations with Printing Services. The Assistant Copy Center Supervisor operates digital high-speed monochrome and color copiers and related copy production equipment, assists with the management of inventories of paper products and supplies, and performs daily routine maintenance on equipment and color calibration of color printers. In the absence of the Copy Center Supervisor, the Assistant Copy Center Supervisor helps to oversee the daily operation and staffing of the Contract Postal Station located in the Copy Center.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required; an Associate’s degree in a technical area, such as printing or computer information systems is preferred.
Experience: With a high school diploma or the equivalent, at least two years of experience is required in digital high-speed copier/printing operation and maintenance and must include at least six months of supervisory experience; with an Associate’s degree in a technical area, such as printing, computer information systems, electronics, etc., six months experience is required. Experience in bindery operations is preferred. Experience working in a higher education environment, knowledge of the US Postal System and its operations, and electronic estimating/billing software, with an emphasis on PrintSmith Estimating Software, is preferred.
Skills: Excellent oral and written communication skills are required. Excellent interpersonal skills are required.
Effort: Requires visual acuity in order to examine printing products and make adjustments in the quality of the finished product. Must be able to lift and carry materials and equipment weighing up to 50 pounds.
Other: Scope of the position requires evening work, and may require occasional holiday, and/or weekend work.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Contributes to the coordinated delivery of Copy Center services by effectively supervising all phases of the operation during the shift worked by scheduling all work during the shift into the copy center, supervising the workload, and maintaining a synchronized production schedule with Printing Services.
2. Helps to ensure that the Copy Center consistently produces a quality product by monitoring quality control standards for copy layout, document preparation for copying, alignment legibility, and control of copy density.
3. Meets the customer's copy product needs by being thoroughly knowledgeable of various copy products available in the Copy Center, discussing the customer's copy product needs, providing options to satisfy those needs, and delivering the copy product as requested.
4. Promotes the customer-service orientation of the Copy Center by assuring that appropriate customer service procedures are utilized by staff and recommending to the Printing Services Manager any changes in work procedures or other customer service matters affecting the Copy Center.
5. Assists in maintaining an efficient operation by performing assigned routine maintenance on equipment, requesting maintenance services when required, and preparing assigned reports.
6. Helps to ensure that the Copy Center maintains a sufficient stock of supplies to meet anticipated customer demands, thus avoiding delays in production or lateness of production, by managing the on-hand inventory of paper products and supplies through daily spot checks of stocks and ordering sufficient stock in advance of the date required for use.
7. Assists in the development of an efficient and effective Copy Center staff consisting of student workers, graduate assistants, and part-time employees by hiring qualified applicants; training the new employees in Copy Center operations, policies, and procedures; cross-training all employees in areas such as accounting procedures, record keeping, fax machine and duplicator, digital, and bindery equipment operation; assigning work responsibilities during the shift; providing input for the evaluation of work performance; and recommending the termination of employees as appropriate.
8. Reduces the potential for injury to workers or damage to Copy Center equipment by complying with and enforcing written safety and evacuation procedures.
9. Performs various bindery operations including but not limited to, folding, cutting, bookbinding, padding, laminating, and shrink-wrapping.
10. Utilizes digital printing software for desktop publishing, addressing mail pieces, and variable data printing.
11. Monitors daily sales and submits weekly and monthly sales reports and reports of purchases.
12. In the absence of the Copy Center Supervisor, oversees and, if necessary, operates the postal contract station.
13. Maintains competency and professional currency through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Copy Center Supervisor.
14. Contributes to the overall success of the Copy Center by performing other duties as assigned.
The Assistant Copy Center Supervisor is supervised by the Copy Center Supervisor and supervises part-time employees, student workers, and graduate assistants working the shift assigned.
OFFICE OF HUMAN RESOURCES
REVISED OCTOBER 2006
JOB FAMILY 2
Factor 1: Educational Requirements of the Job
Level 2 - 100 Points: The job requires a high school diploma or equivalent.
Factor 2: Skill Requirements - Craft and Trade Skills
Level 3 - 550 Points: General mechanical or technical aptitude and specific knowledge and experience in a skill, craft, or trade. The ability to perform standard procedures, operations, and/or operate specific equipment, that is required through at least two years of experience and previous training is required.
Factor 3: Managerial Responsibility
Level 3 - 150 Points: Some supervision and training of student and part-time workers may be required where the nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level may also involve directing the work assignments of one or more permanent, full-time employees, but supervision typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day. Characteristic of this level would be employees who direct student workers, or work team leaders who act as working supervisors. Responsibilities at this level may include tracking budgeted spending, limited purchasing authority, and tracking inventory.
Factor 4: Guidelines
Level 2 - 50 Points: Specific guidelines and established routines exist, but some judgment in applying guidelines and deviating from standards must be exercised. The number and similarity of guidelines and work situations requires the employee to use judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt guidelines in specific cases. At this level, the employee may also determine which of several alternatives to use. Situations to which the existing guidelines cannot be applied or significant proposed deviations from the guidelines are referred to a supervisor.
Factor 5: Contacts
Level 3 - 100 Points: The purpose is to advise or counsel students, coworkers, or the general public, or to plan or coordinate work efforts with other employees who are working toward common goals and where relationships are generally cooperative. Contacts are moderately structured and routine.
Factor 6: Work Environment
Level 2 - 40 Points: The work area involves moderate discomfort and/or risk such as that from moving machinery, occasional work with hazardous substances, or moderate levels of noise. The work may require wearing of protective gear. The work area is generally adequately lighted and ventilated, but may involve uncomfortable temperatures at times.
Factor 7: Physical Demands
Level 2 - 60 Points: Work requires some exertion such as standing for long periods of time, considerable walking, frequent bending kneeling, reaching, and stooping. May include occasional lifting of moderately heavy objects. Work may require specific but common physical abilities.
Factor 8: Responsibility for Facilities and Resources
Level 2 - 40 Points: Jobs at this level might require frequent but routine responsibility for facility security, public safety, equipment, or money.
Factor 9: Complexity
Level 2 - 250 Points: The work consists of tasks that involve related steps, processes, or methods. Decisions regarding what needs to be done involve choices requiring the employee to recognize the differences among a few easily recognizable situations. Decisions at this level are based on knowledge of the procedural requirements of the work coupled with the awareness of the specific functions and assignments of the department.