Director of Document Production

The Director of Document Production serves as a key leader within the Department of Transitional Assistance (DTA), overseeing the daily operations of the Document Production and Distribution Unit. This position is responsible for providing leadership and supervision to staff, ensuring operational efficiency, and maintaining high standards of quality, accuracy, and timeliness in the production and distribution of notices, forms, and other essential communications for DTA clients and staff.

Duties and Responsibilities (these duties are a general summary and not all-inclusive):

• Direct the daily operations of a large-scale, on-demand copy, print, and mail center producing approximately 65 million digital and offset print impressions.
• Oversee approximately 7 million notices mailed to clients.
• Manage activities of 11 direct reports, collaborating with Administrative Office staff to prioritize multiple and simultaneous agency demands, including special agency projects, initiatives, and special agency mailings to clients.
• Work closely with DTA Senior Director of Operations in all aspects of operational functions.
• Relay and inform DTA Senior Director of Operations of any issues or obstacles with agency notices.
• Work closely with DTA Project Managers on any new agency projects, initiatives, and mailings.
• Coordinate workflows of the different areas within unit.
• Ensure printing of inserts is accurate and timely.
• Produce daily Beacon client notices with confidentiality and sensitive timeframes based on federal / state regulations.
• Produce daily EBT / SP-EBT Card notices in collaboration with newly created DTA Benefit Issuance card printing group.
• Implement QDirect and WebCrd software systems to streamline client/customer orders and printing of client notices and agency materials.
• Develop spreadsheets, reports, and other documentation to illustrate costs.
• Produce monthly reports to track business trends and for analysis by budget unit.
• Present cost-saving efficiencies to agency regarding product development.
• Provide technical support in the design of forms and mailings to maximize cost savings and streamline operations in both print areas and mail center.
• Function as printing consultant for the agency.
• Oversee ordering and ensure the overall integrity of unit's $4M plus postage.
• Manage the unit's equipment and service contracts, playing a key role in the procurement of equipment.
• Serve as agency point person for production of documents and mailings for other EOHHS agencies.
• Forecast and manage supply inventory on monthly and annual basis.
• Work closely with DTA Procurement and Budget Units for yearly budgetary supply items
• Oversee interviewing, hiring, training, development, promotions, and employee performance reviews for unit's staff.
• Responsible for staff cross-training to accelerate employee development and to negate any temporary staffing issues due to sickness, holidays, and health emergencies.
• Work closely with agency vendors to schedule service, troubleshoot issues, new equipment opportunities and technology improvements.
• Meet with and hold vendors accountable for equipment functionality and ensure fast and accurate service.
• Work closely with DTA Procurement Analysts and assist with drafting scopes for new or revised contracts.
• Work closely with DTA IT / Systems for the transmission of daily Beacon and special notices.
• Troubleshoot and resolve notice file issues with DTA Systems.
• Set notice transmission schedule with DTA Systems for special mailings.
• Produce and maintain a continuity of operations plan for the Document Production operation.
• Ensure the Unit structure supports supervision within the team members.

Preferred Qualifications:

• Extensive knowledge of Printing and Mail industry - this includes equipment hardware, and software.
• Familiarity with an enormous number of complex, technical issues, systems and programs affecting DTA and its services to members.
• The ability to manage and sustain relationships and ensure that lines of communication are open.
• The ability to work under significant time pressures to meet unanticipated demands.
• The ability to develop effective teams, which share information and work collaboratively to solve problems and make decisions.
• Demonstrated sound judgment with ability to take calculated risks
• Strong written and oral communication skills
• Strong quantitative and qualitative analytical skills and attention to detail
• Ability to work with people from diverse backgrounds
• Ability to multitask with simultaneous demands.
• Ability to communicate with numerous departments.
• Competency with common software applications, such as Microsoft Office and Adobe Acrobat.
• Project management planning, integration, coordination, and monitoring.
• Experience managing a budget and working in a limited-resource environment
• Experience with complex Information Technology systems.

Qualifications:
MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) five (5) years of full-time or, equivalent part-time, professional, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management, of which (B) at least one (1) year must have been in a project management, supervisory or managerial capacity or (C) any equivalent combination of the required experience and substitutions below.

Substitutions:

I. A certificate in a relevant or related field may be substituted for one (1) year of the required (A) experience.

II. A Bachelor's degree in a related field may be substituted for two (2) years of the required (A) experience.

III. A Graduate degree in a related field may be substituted for three (3) years of the required (A) experience.

IV. A Doctorate degree in a related field may be substituted for four (4) years of the required (A) experience.

Salary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!