5331 Manager, Printing and Postal Services

POSITION IDENTIFICATION

TITLE Manager, Printing and Postal Services

CLASSIFICATION NUMBER 5331

GRADE 28

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Vice President for Administrative Services

MAJOR ADMINISTRATOR President

GENERAL FUNCTION

The Manager, Printing and Postal Services provides leadership and vision and plans and directs all work activities of the Printing and Postal Services department. The Manager, Printing and Postal Services manages daily operations, establishes policies, procedures, and priorities for printing and postal operations, coordinates the graphic, photocopy, press, and bindery functions to achieve quality printing in a timely, efficient, and cost-effective manner, and oversees the operation of the mail collection, sorting, and distribution facility. The Manager, Printing and Postal Services is responsible for enforcement of University printing policies regarding all promotional materials and communications and use of the University logo and compliance with federal postal regulations in the receipt, handling, and distribution of all classes of mail.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree is required; a Bachelor’s degree in Business, Management, Graphic Arts, Industrial Management or a related field is preferred.

Experience: At least five years of experience is required in progressively responsible positions in the graphic arts or printing business, with at least three years in supervisory positions requiring skills in quality production, selling, pricing, estimating, and general management. Digital printing experience is preferred. Postal experience is preferred. Experience in a higher education environment is preferred.

Skills: Excellent administrative, communication, and interpersonal skills are required. Demonstrated familiarity with developing technologies in graphic arts, printing, and mailing as well as the ability to apply those technologies is required. Computer literacy is required. The ability to work with deadlines and under pressure is required.

Effort: This position requires sufficient visual acuity to design and judge the quality of work effort. This position regularly lifts and transports materials, packages, and equipment weighing up to seventy pounds for short distances. Periods of prolonged standing to monitor the operation of various printing and postal machines are common.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ensures that the University's printing service provides a quality printing service for faculty, students, and staff and is self-supporting by providing vision and planning and establishing operational policies for printing service activities, determining in conjunction with the Vice President for Administrative Services, appropriate labor rates and copy costs which are charged to customers and managing department personnel, budgets, and all phases of printing operations.

2. Provides quality printing services to customers by advising customers on capabilities and limitations, recommending printing options which meet their needs, establishing printing costs which are competitive, coordinating viable completion dates and scheduling printing jobs accordingly, checking the quality of printed materials, and resolving customer complaints or referring dissatisfied customers to appropriate administrators for resolution.

3. Assures the ability of the University’s printing service to remain competitive in order to operate on a self-supporting basis by being knowledgeable of the local printing market, employing printing operations which are cost efficient, purchasing supplies which have been competitively bid, establishing chargeable costs which are based upon the actual costs of labor and supplies, utilizing and training staff to use estimating and billing software, assuring data modules are current and accurate, researching and recommending upgrades and alternative estimating and billing software, and contracting with outside vendors for unique or special printing jobs which are beyond the capability of the department to complete as requested.

4. Ensures that printed materials reflect quality and excellence in printing and promote a positive image of the University by informing customers of established printing policies and enforcing University policies regarding printed materials, such as identity standards and EEO language, and use of the University logo in all promotional materials and communications.

5. Manages the daily operations of printing services, including Copy This, by coordinating and directing the various functions of printing operations including graphic arts, photocopy, offset press, and bindery to achieve quality printing in a timely, efficient, and cost-effective manner, assigning printing jobs to appropriate personnel, and reviewing and evaluating monthly operational statements and production and inventory reports.

6. Prevents institutional liability and the potential loss of its authority to operate an independent mail service by ensuring that the University's mail service complies with federal postal rules and regulations in the receipt, handling and distribution of all classes of mail.

7. Provides an efficient, prompt, service-oriented mail service for the University campus and community by operating within budget while providing a quality mail service to the University, receiving and distributing incoming United State Postal Service and campus mail, weighing and sending packages and all classes of mail, and collecting outgoing mail for pick-up by the postal service according to Federal Postal Regulations.

8. Ensures University compliance in the operation of the contract station by providing assistance as required to the Copy Center Supervisor, Assistant Supervisor, and Copy Center Mail Clerk regarding maintaining accurate account records for the sale and purchase of stamps, compiling sales information and preparing required daily reports for the United States Postal Service, and depositing revenues from postage sales with the Postal Service.

9. Provides a special mail service to the University by collecting departmental metered mail and campus mail either at the department or from the mail bins, determining postage charges for metered mail by departmental budget number, and providing a monthly report to Financial Services of metered mail charges for each department.

10. Promotes a professional, service-oriented mail service operation by answering inquiries concerning campus and United States mail services and regulations, explaining rates, special types, classes of mail, and packaging requirements, and advising mail service patrons on the most appropriate category and class of mail to meet their needs.

11. Promotes preventative maintenance as a strategy thus extending the operational life of printing and postal equipment and reducing the need for replacement items by directing that periodic cleaning and servicing of equipment be completed according to technical manuals by employees qualified to perform the services, maintaining service contracts on leased equipment, and contracting with commercial vendors for services beyond the capability of employees to perform.

12. Facilitates the ability of Printing and Postal Services to remain technologically competitive by remaining current on new and developing technologies and methods related to printing and postal services, evaluating and recommending the addition of such new technologies, methods, or equipment to senior administrators, and applying those technologies where appropriate.

13. Manages funds by providing input for development of the departmental budget and exercising approval for departmental expenditures, determining the fiscal requirements of the department and providing input, formulating budgetary recommendations, monitoring, verifying, and reconciling budget expenditures, gathering, recording, and analyzing data for billing and operational benchmark analyses, preparing reports, participating in the development of department goals and objectives, and suggesting updates and enhancements to the departmental website.

14. Develops an efficient and effective staff by recruiting and hiring qualified applicants, providing training on University policies and procedures governing printing and/or postal operations, making appropriate work assignments, supervising work activities, and evaluating employee performance.

15. Ensures that Printing and Postal Services has sufficient supplies and equipment for daily operations by determining the amount and type of supplies and equipment needed, requesting those supplies and equipment, and maintaining a perpetual inventory for all supplies.

16. Fosters continual service and product improvement by recommending policy changes and procedural modifications to workflow and establishing guidelines for enhancing customer service.

17. Assists with daily printing and postal operations by participating in the workflow.

18. 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 Vice President of Administrative Services

19. Contributes to the overall success of Printing and Postal Services by performing all other duties and responsibilities as assigned.

SUPERVISION

The Printing and Postal Services Manager is supervised by the Vice President of Administrative Services and supervises full- and part-time employees.

OFFICE OF HUMAN RESOURCES

AUGUST 2015

JOB FAMILY 2

Factor 1: Educational Requirements of the Job

Level 6 - 375 Points: The job requires a four-year college degree in a non-technical area or non-specific area.

Factor 2: Skill Requirements - Craft and Trade Skills

Level 5 - 1100 Points: This level represents journeyman-level skill in building trades or related areas requiring extended training and/or experience and considerable practical knowledge in a trade or technical area, or other skills requiring similar levels of training. Skill at this level normally requires six years of experience within the trade.

Factor 3: Managerial Responsibility

Level 6 - 750 Points: Supervision of a departmental work group involving highly skilled technical or complicated work. Supervision at this level involves the direction of skilled work, specialized tasks, or work of a complicated nature. This level is typical for managers who supervise other supervisors or a large group of paraprofessionals or professionals in technical and skilled areas. Supervision at this level includes a full range of supervisory responsibilities including responsibility for staffing and performance management as well as budgeting and planning functions.

Factor 4: Guidelines

Level 4 - 150 Points: Administrative policies and procedures are available in general terms, but employee uses initiative and creativity in deviating from past practices to develop new methods or policies. Employee must exercise judgment in interpreting the intent of guidelines, methods, procedures, and processes to achieve objectives is left up to the incumbent.

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 3 - 70 Points: The work area involves moderate discomfort and/or risk such as operating heavy machinery or dangerous equipment, or frequent exposure to hazardous materials. Alternatively, the work area may be subject to environmental discomfort such as poor ventilation. Loud noises, and/or extremes of heat or cold. The work often requires wearing protective gear that may be uncomfortable. The nature of the work environment may produce moderate levels of stress.

Factor 7: Physical Demands

Level 3 - 100 Points: Work requires continuous moderate with some strenuous physical exertion including standing, climbing, crawling, and regular lifting of objects over 50 pounds.

Factor 8: Responsibility for Facilities and Resources

Level 4 - 100 Points: At this level would be jobs in which the incumbent has the primary responsibility for the security of one or more facilities and the safety of the public within the facility. Jobs at this level might also involve total responsibility for the security and operation of expensive equipment used by others. Consequences of error would likely result in high risk of injury or death to self, other employees, or the public, and/or major damage to University assets.

Factor 9: Complexity

Level 4 - 700 Points: The work involves varied duties requiring many different and unrelated processes and methods such as those relating to well-established administrative or professional fields. Decisions regarding what needs to be done include the assessment of unusual circumstances, variations in approach, and incomplete or conflicting data. The work requires making many decisions concerning such things as the interpreting of considerable data, planning the work, or refining methods and techniques to be used.