Description

• General Salary Increase - 4.0% effective December 24, 2023, and 3.5% effective December 22, 2024.
• New Hire/Retention/Referral Incentive - New hires may be eligible for a one-time New Hire Incentive up to 10% of the current annual base wage. (Subject to the section of the Management Resolution Secs. 625 – 627).
• Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate's degree.
• Bilingual Incentive - Incumbents may also be eligible for bilingual incentive depending upon operational needs and certification skills.
• Annual Leave - 208 hours per year, increasing to 288 hours after 5 years of service.
• Annual Leave Redemption - The ability to "cash in" or redeem up to 100 hours of Annual Leave per year after using 80 hours in the preceding twelve months.
• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3% match on your 401(k) contributions.
• Health Plans – Full time employees are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans: Tier one for employee only is $497 per biweekly pay period, tier two for employee plus one is $678 per biweekly pay period and tier three for employee plus family is $825 per biweekly pay period.
• Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.
• Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security. If eligible, reciprocity may be established with other public retirement systems, such as PERS.
• Holidays - 12 paid days per year which includes a scheduled floating holiday.

VENTURA COUNTY
The County's 1,873 square miles include 1,846 square miles of land with 42 miles of coastline which is home to the following cities and points of interest: Camarillo, Fillmore, Moorpark, Ojai, Oxnard, Port Hueneme, Santa Paula, Simi Valley, Thousand Oaks, and Ventura as well as national protected areas such as parts of the Angeles National Forest, Channel Islands National Park, and the Santa Monica Mountains National Recreation Area.

Ventura County is a “general law” county, governed by a five-member, elected-by-district Board of Supervisors. The Supervisors appoint a County Executive Officer (CEO) to oversee the County budget, day-to-day operations, and to advise, assist, and act as an agent for the Board of Supervisors in all matters under the Board’s jurisdiction. It focuses on serving its residents by promoting engagement, strategy, execution and accountability to include diversity, equity, and inclusion initiatives to ensure that all employees are treated with respect and without discrimination, and to improve culturally appropriate outcomes for community members.

THE AGENCY
The General Services Agency contributes to the quality of life in Ventura County by partnering with internal and external customers to provide expertise and cost-effective service delivery and foster the preservation of natural resources.

THE DEPARTMENT
GSA Business Support Services creates and distributes both physical and digital content throughout the Ventura County. The department seeks to integrate its services in direct support of county departments’ business needs by integrating process and technology to improve productivity and quality. Within one business unit, Ventura County customers have access to graphic design, print, mail, business process automation, high-volume scanning, and records management services.

GSA Business Support Services hosts a variety of web-based applications and platforms enabling county customers to create, store, manage, and process business information efficiently, economically, and securely. Software deployments are focused on document design, enterprise content management, web-to-print solutions, automated USPS presort mail processing, records management, high-volume document capture, and business process automation.

THE POSITION
The Business Solutions Manager is responsible for an extensive scope of responsibilities in a fast moving, ever evolving, complex business environment. This position provides technical project management and leadership, gathers business requirements, deploys automation efforts, and maintains customer service and production output daily to meet customer commitments. This position also assists in the evaluation of business solution hardware and software, and authors customer-focused business proposals, statements of work, and cost estimates. Management responsibilities include budget analysis and revenue/expense tracking, along with maintaining vendor relationships and service-level agreements.

Specific daily routines include support of GSA online document management customers; software platform troubleshooting and support; quality control and error reporting; supervision of staff; developing and presenting training programs; and reporting on workload indicators and managing in a service bureau environment in which staff are supervised in a graphic and scanning shop floor environment.

The ideal candidate will have recent experience implementing Enterprise Content Management (ECM), developing and managing document scanning (Capture) workflow solutions within a digital mailroom or record center service bureau. Additionally, experience related to supervision in a public sector and/or unionized work environment is desirable.

PAYROLL TITLE
Staff/ Service Manager III

Staff/Services Manager III ais Management classifications and is not eligible for overtime compensation.

TENTATIVE SCHEDULE
OPENING DATE: March 31, 2023
CLOSING DATE: Continuous
FIRST REVIEW OF APPLICATIONS: April 17, 2023

Examples Of Duties

• 
  Plans, organizes, and manages the activities of administrative, technical or operations staff within the GSA Business Support Services Division which functions as an in-plant and/or service bureau;
• Supervises the work of subordinates assigned to perform specialized tasks related to print-to-mail operations, document automation, digital capture and scan operations, and records management;
• Monitors, maintains, and upgrades application servers, web applications, and automated systems;
• Designs and monitors standard operating procedures and measures quality control and service volume levels using production and operational metrics to monitor and manage workloads and staffing capacity;
• Develops and quantifies business application data to develop metrics and key performance indicators to achieve and/or monitor business outcomes and goals;
• Regularly reviews countywide business needs and recommends business solution investments leveraging county volume and scale to increase staff productivity and efficiency;
• Markets the services of the Business Support Services Division; establishes and maintains an effective customer service program; and looks for areas of revenue enhancement;
• Analyzes and prepares budgets, tracks and monitor trends, and prepares related reports;
• Develops vendor relations; negotiates and monitors contracts, pricing, and performance;
• Represents the County and GSA in contacts with other governmental agencies or departments and the public;
• Confers with managers on policy matters and work problems; interprets policies and procedures of the Business Support Services Division;
• Prepares and automates activity/work measurement reports; compiles and analyzes financial and statistical information to improve operations and/or change service delivery methods;
• Provides project management skills and guidance supporting both staff and customers;
• Performs other related duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING AND EXPERIENCE
Any combination of education, training and experience which has led to the acquisition of the required knowledge, skills and abilities.

The required knowledge, skills, and abilities may also be obtained by a Bachelor's degree from an accredited college or university in information technology, business administration or a related field
AND
Five (5) or more years of any combination of administrative support, supervision and/or management of technologies.

NECESSARY SPECIAL REQUIREMENTS
Intermediate proficiency with Microsoft Word, Excel, PowerPoint, SharePoint and Outlook
Skilled at:

• 
  Technical project leadership including serving as a resource for staff exhibiting expertise with applications;
• Customer service within a large organization with diversified stakeholders.

Experience related to:

• Designing, implementing, and deploying document management business solutions, such as print-to-mail, digital capture and scan operations, enterprise content management and/or business process automation workflows;
• Development and quantifying of business application data to develop metrics and key performance indicators to achieve or monitor business outcomes and goals.

NOTE: Effective writing skills must be demonstrated in the completion of the employment application and supplemental questionnaire.

Substitution:
Additional qualifying experience may be substituted for the required education on a year-for-year basis up to a maximum of four (4) years.

DESIRED
Experience related to:

• Fiscal management of operational budgets, expense and revenue tracking, rate development;
• Managing operations within an in-plant or service bureau environment.
• Technical skills with Business Intelligence (BI) tools supporting data visualization and decision making.
• Application Program Integration (API) between application servers and databases.
• Software expertise within enterprise-level document or information management software, such as Xerox DocuShare, Canon Therefore, Kofax Capture or Total Agility, Laserfiche, Microsoft 365, SharePoint, and Azure; Salesforce, or Hyland OnBase.

Knowledge, Skills and Abilities
Considerable to thorough knowledge of: principles of supervision and management in an unionized, public sector environment; principles and techniques of budgetary preparation and analysis, fiscal management of operational budgets, expense and revenue tracking and rate development; principles and techniques of organizational structure and staffing; document management business solutions, such as print-to-mail, digital capture and scan operations, enterprise content management and business process automation workflows; project estimation, scheduling, and management techniques; document control procedures and automated records policies; procurement processes and administration of contracted information technology services including Statement of Work and Service Level Agreements; public relations and marketing of services both internal and external to the County; customer service practices; methods and techniques used in Application Program Integrations (API) including defining application requirements, record and field layouts, process mapping, and creating documentation; Lean Six Sigma principles and processes; production and operational metrics to monitor and manage workloads and staffing capacity; in-plant and/or service bureau operations management.

Skilled at: supervising diverse teams meeting operational objectives and production schedules; technical project management and leadership; customer service within a large organization with diversified customers; Business Intelligence tools supporting data visualization and decision making, such as Microsoft SQL Server Management Studio or Microsoft Power BI; enterprise level document r information management software, such as Xerox DocuShare, Cannon Therefore, Kofax or Psigen Capture or Total Agility, Laserfiche, Microsoft 365, SharePoint, and Axure cloud platforms, Salesforce or Hyland OnBase.

Working ability to: analyze administrative and organizational problems; prepare a variety of reports and recommendations; communicate effectively in an oral and written manner; develop project plans, plan, organize, and supervise the work of others to meet deadlines and achieve objectives; do presentations to agency/department staff and others; develop training programs for agency/department staff and others; develop and quantify business application data to develop metrics and key performance indicators to achieve and/or monitor business outcomes and goals.

Recruitment Process

NOTE: The selection process will likely consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence.

ORAL EXAMINATION - 100%
A job-related oral examination will be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: If there are three (3) or fewer qualified applicants, an examination may not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.