A class incumbent is responsible for managing all aspects of manual document processing, which leads to the incorporation of those documents in the division's automatic systems. This includes all stages, from mail receipt to deposit processing, to imaging, to data entry and lastly to archival storage.
Supervises, through supervisory staff, 35-45 merit employees, 10-12 special program employees and 19-105 seasonal worker.
Manages a total of ten to twelve contracts, with a combined value of $250,000-$290,0000 as reflected below:
3-5 equipment contracts value - $40,000-$50,000
offsite records and magnetic media contracts -$45,000 - $50,000
production data entry - $141,000 - $150,000
mail sorting - $20,000
courier services - $6,000
armored car services - $4,000
2nd shift security -$2,8000-$3,000
Nature and Scope
The class incumbent reports to the Assistant Director, Revenue Management Information Services and is responsible for the overall management and security of all high volume production processing operations that service the other business units of the Division. The class incumbent identifies system and staffing needs, processes and procedures to meet current and future operational priorities while improving the quality and volume of workflow. Work involves managing and directing the planning, organizing and implementation of systems, controls and procedures required to manage the Division-wide processing, while minimizing work backlogs. The incumbent is also responsible for the financial control of all deposits and tax documents received, and for archival storage and retrieval of those documents. In addition, the class incumbent is responsible for the quality of the image product and the effective management of Division-wide image and document processing capacity needed to meet user service demands. The class incumbent implements new initiatives to improve the availability of funds and electronic capture of accounting data, checks, bills and information from tax returns. Work includes management of outsourcing contracts for production data entry and off-site record storage and retrieval services, as well as armored car, security and mail courier and sorting contract.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Designs and implements information processing, records management, document processing and financial services programs. Develops, modifies and implements policies and procedures assuring maximum production and quality performance levels.
Directs the production activities by approving priorities, authorizing staffing of schedule changes and assigning resources to meet user service requirements.
Manages contracts for equipment, software and services. Manages RFP process for assigned contracts to include review of bids, selection of vendors and overseeing and implementing of contractual requirements.
Ensures compliance with agency standards and documentation associated with the operation of image processing and remittance processing; develops and implements new operational procedures.
Determines hardware and software requirements and makes recommendations to superior. Assess current information systems and non-automated processes, identifies user requirements and process improvement opportunities. Identify system modification requirements and develop plan. Leads development and maintenance projects. Leads the design of programs. Develops system test plan to test programs/tables. Coordinate testing. Develop design plan, approves specifications, and provide program. with data requirements. Monitors system performance to ensure effective data base input and performance output.
Reviews tax law changes and translates code revisions or amendments into system changes necessary to provide for continued information and document processing.
Prepares and designs a variety of reports for the Director and other top management regarding production, quality assurance system, depository functions including EFT, EDI and lock box initiatives.
Manages and directs the implementation of programs such as quality initiatives to effect organizational change necessary to meet current and future needs of the Division.
Ensures that the data entry systems used by the Division and by it's contractors have been aligned to meet any annual changes in the tax forms that will be received and processed, annually.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of leadership, management and supervisory principles and practices.
Knowledge of accounting and auditing principles and practices.
Knowledge of data processing and image management hardware, data transmission hardware and tax application systems.
Knowledge of data capture and document and information processing through electronic means.
Knowledge of federal and state tax laws, rules and regulations.
Knowledge of software testing and table maintenance tools/techniques.
Knowledge of concepts, methods and techniques of computer system design and specification preparation.
Knowledge of information system planning.
Knowledge of inventory control, production data entry and deposit system specifications, logic flow preparation, program coding & compilation.
Knowledge of the format, structure, capability & daily operations of applicable programs and databases.
Skill in the analysis of processing needs & application of technology tools to maximize production processing delivery systems.
Skill in developing and implementing controls necessary to ensure the accurate and timely processing of information.
Skill in evaluating new hardware and software.
Ability to manage the operations of a large scale multi-shift mail room, image processing, data capture, financial deposit and control, and records management operations.
Ability to manage out-sourced business arrangements to include offsite records and magnetic media contracts, production data entry, and mail sorting services to supplement division operations.
Ability to manage and implement organizational change and respond quickly to altered workloads or business requirements.
Ability to develop effective software programs to improve the data capture, financial and information management and image processing functions for the Division.
Skill in analyzing system and operational problems and developing and implementing timely, effective solutions.
Ability to understand, interpret and explain statutory requirements, rules, regulations and departmental procedures.
Ability to communicate effectively both orally and in writing.
JOB REQUIREMENTS for Revenue Production Processing Manager
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Three years experience in cash accounting which includes recording money received or distributed, preparing bank deposits and reconciling accounts.
Three years experience in production management which includes managing overall production processing operation; identifying priorities, staffing needs, schedule changes, processes and procedures to meet operational needs.
Three years experience in staff supervision which includes planning, assigning, reviewing, and evaluating the work of others.
Six months experience in U.S. postal service, courier and mail handling services.
Six months experience in contract administration which includes overseeing the development and negotiation of contracts and bid specifications; managing bid openings; awarding and executing contracts.
Six months experience in information system functional support which includes planning for informational needs to initiate system changes; developing user, operational and program documentation; coordinating, overseeing and participating in the testing of new/modified computer program enhancements by creating test data, anayzing the system's actions and determining critical system performance to ensure applications meet user needs.