TITLE Copy Center Supervisor
CLASSIFICATION NUMBER 5325
IMMEDIATE SUPERVISOR Printing Services Manager
MAJOR ADMINISTRATOR Director of Communication Services
The Copy Center Supervisor provides leadership and first-line supervision of all phases of operations of the Copy Center including: staffing and training of employees, scheduling and assigning copy production work, communicating with customers regarding their copy production needs, implementing appropriate quality control standards, and coordinating Copy Center operations with Printing Services. The Copy Center Supervisor oversees the daily operation and staffing of the Contract Postal Station located in the Copy Center. The Copy Center Supervisor operates digital high-speed monochrome and color copiers and related copy/bindery production equipment, manages inventories of paper and supplies, and performs daily routine maintenance on equipment and color calibration of color printers.
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 three years of experience is required in digital high-speed copier/printing operation and maintenance and must include at least one year of supervisory experience. With an Associate's degree, one year of experience in digital high-speed copier/printing operation and maintenance is required. Experience in bindery operations is preferred. Experience working in a higher education environment is preferred. Knowledge of the US Postal System and its operations and familiarity with electronic estimating/billing software with an emphasis on PrintSmith Estimating software is preferred.
Skills: Competence in both oral and written English language is required. Excellent interpersonal skills are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is 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 may require night time, holiday, and/or weekend work.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures the coordinated delivery of Copy Center services by effectively supervising all phases of the operation including scheduling all work into the copy center, controlling the workload, and maintaining a synchronized production schedule with Printing Services.
2. Ensures that the Copy Center consistently produces a quality product by implementing appropriate 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. Engenders a customer-service orientation within the Copy Center implementing appropriate customer service procedures 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 daily routine maintenance on equipment, requesting maintenance services when required, reporting monthly meter readings to equipment vendors, and submitting weekly reports on downtime of Copy Center.
6. Ensures 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. Develops 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; evaluating 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. Oversees the daily operations and staffing of the postal contract station.
13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
14. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Printing Services Manager.
15. Contributes to the overall success of the Copy Center by performing other essential duties and responsibilities as assigned.
The Copy Center Supervisor is supervised by the Printing Services Manager and supervises full and part-time employees, student workers, and graduate assistants.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2017
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 4 - 300 Points: Supervision of a work group including hiring, training, planning, and directing the work of permanent employees. At this level the job often requires close supervision, generally of a rather small number of employees, and it is frequently necessary to train and instruct others, and plan and direct work. Supervisory responsibilities consume moderate amounts of work time and may include input into the development of budgets, some financial and inventory control responsibility, and general work planning tasks. Most first-line supervisors or office managers are typically at this level.
Factor 4: Guidelines
Level 3 - 90 Points: Procedures and standards exist, but considerable latitude in applying procedures and selecting a sequence of activities must be exercised. The employee uses judgment in interpreting and adapting guidelines such as agency policies, regulations, precedents, and work directions for application to specific cases or problems. The employee analyzes results and recommends changes.
Factor 5: Contacts
Level 4 - 175 Points: The purpose is to coordinate activities involving employees, students, and/or the general public. At this level, contacts involve considerable interpersonal skill involving cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor.
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 3 - 70 Points: At this level would be jobs in which the incumbent has considerable ongoing responsibility for building security and public safety.
Factor 9: Complexity
Level 3 - 450 Points: The work includes various duties involving different and unrelated processes and methods. Decisions regarding what needs to be done depend upon knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor and the department and involve the analysis of the subject, phase, or issues involved in each project or assignment, and the course of action may have to be selected from many alternatives. The work involves elements that must be identified and analyzed to discern interrelationships.