Placer County

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, graphic design services, branded communications, and document destruction; to coordinate Document Solutions activities with other divisions and departments, and the County Executive Office.

The Manager level recognizes positions that provide full line and functional management responsibility for a division or program area within a department.

This classification is distinguished from the Visual Communications Specialist and the Digital Communications Specialist in that these classifications focus specifically on informing, promoting, and marketing the County using specific communication platforms, applications, and strategies under the directions of the Director of Communications and Public Affairs.  In contrast, the Document Soultions Manager oversees a division of clerical and technical staff responsible for performing a variety of activities and services on behalf of the County Executive Office using a variety of formats, systems, and applications.

Receives administrative direction from the higher-level management staff.

Exercises direct supervision over technical and clerical staff.

• 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 reproduction services using xerographic equipment; mail/courier services for County departments; centralized paper and forms inventory; forms management; graphic design, branding, and communications; and documents destruction.
• Direct, oversee and participate in the development of the Document Solutions Division work plan; assign work activities, projects and programs; monitor workflow; review and evaluate work products, methods and procedures.
• Assist staff in the development of visual communication tools, identifying relevant tools and resources as needed; oversee graphic design services; plan and direct the use of digital photography and processing of graphic design, layout, and desktop publishing.
• 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 staff; 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 Division.
• Assist in the development and design of print and digital communication; work with the Communications & Public Affairs Division to coordinate messages and branded collateral when developing and managing the graphic design work of staff.
• 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.

Experience: Five (5) years of increasingly responsible experience performing a broad range of duties which result in a practical knowledge of printing, mail services, and graphic design, 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, business management, or a related field.

Knowledge of:

• Principles and practices of centralized printing operations, including the methods, tools and equipment used in offset printing.
• Principles and practices of organizational communication and branding.
• Principles of effective shop management; and scheduling of workflow processes.
• Modern methods, techniques, and equipment used in centralized print shop and mailroom environments.
• Principles of effective graphic 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 staff management.

Ability to:

• On a continuous basis, know and understand all aspects of the job; analyze, interpret, understand, recall, and explain laws, rules, policies, procedures, work papers, technical reports, special projects, and numerical information; work under time pressure and complete a high volume of tasks with frequent interruptions; manage multiple tasks and quickly switch between tasks; focus on a single task for long periods of time.
• On a continuous basis, sit at desk or in meetings for long periods of time; Intermittently stand, walk, twist, bend, squat, climb, kneel, and reach to access files and equipment, as well as when operating equipment; perform simple and power grasping and fine manipulation; speak, use a telephone, write, and use a keyboard to communicate and/or to enter/retrieve data from a computer; see and hear with sufficient acuity to perform essential job functions including the ability to differentiate colors; and lift heavy weight. 
• 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 staff.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both verbally 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.

 Bargaining Unit: 

• Management