Associate Governmental Program Analyst - Sacramento, United States - California State Controller's Office

Description

Scope of Position:

Under general direction provided by the Staff Services Manager II, the incumbent is responsible for performing a variety of complex functions, related to equipment, inventory, and contracts associated with the workflow for printing operations, mailing operations, reproduction services, and administrative support.

Duties and Responsibilities:
(Candidates must perform the following functions with or without reasonable accommodations.)

Print, Mail, and Inventory Support

Serve as the Liaison and subject matter expert (SME) for the Print Operations unit, including Reprographics. Work closely with ITS in the development and implementation of new program processes that critically impact Print Operations. Define any program problems, identify the needs, and develop and implement alternatives for effective program performance. Survey and conduct studies to improve organization structure related to program changes that affect Print/Repro Operations.

Independently gather data from various sources, such as reports, equipment, and specification lists for various reporting requirements and ad hoc needs.

Responsible for the gathering, analyzing, and inputting data of print output quantities, print output hours, and staff hours for the submittal of an annual print report.

Work closely with management to gather statistics on equipment usage and staff workload to accurately prepare recommendations and analysis on future equipment purchases, program implementations or workload allocations.

Serve as the liaison and subject matter expert (SME) for the Mail Operations unit. Coordinate with postal representatives and Mail Operations staff to resolve postage and/or pre-sorting issues. Meet with vendors regarding changes in industry best practices, including, gathering of mailing equipment specifications. Liaison between the United States Postal Service (USPS) and Disbursements Bureau. Represent the SCO at the monthly Sacramento Postal Customer Council (PCC), and other related meetings.

Analyze postage usage data from multiple internal/external sources, including monitoring the Department's postage funds, and make recommendations to management when it is time to order postage funds. Review postal regulation changes, USPS Industry Alerts, and similar informational resources for impact on Mail Operations and/or the department, communicating with supervisors and management.

Communicate with appropriate SCO divisions regarding the USPS postage rate increases, including updating all pertinent spreadsheets.

As the Print and Mail SME, assist contract and procurement analysts, as well as Fiscal Control Manager by providing statistical and pertinent information.

Analyze and evaluate the development and implementation of new program processes that critically impact Mail Operations. Define any program problems, identify the needs, and develop and implement alternatives for effective program performance. Analyze and conduct studies to improve organization structure related to program changes that affect Print and Mail Operations.

Gather and interpret data as it relates to Print and Mail Operations statistical workload to provide detailed analysis to management to assist in developing benchmarks, and appropriate action plans.

Collaborate with Print and Mail leadership, and make recommendations to management on streamlining internal processes, including organizing, evaluating, and planning for business process improvements, and document/update processes and procedures.

Liaison between internal divisions for the coordination of annual print and mail jobs with mandated/federal deadlines, which include inventory and testing.

Work closely and collaboratively with the Disbursements Warehouse Worker to stay abreast at all times of production inventory. Review inventory counts and monitor for errors or abnormalities. Alert management and team members when issues with inventory tracking arise. Submit recommendations to purchase production inventory when supplies are low. Review information and paperwork to verify delivery of newly purchased production inventory, including receiving warrant inventory shipments. Assist in verifying new purchases of warrant and blank paper and production envelopes comply with all contractual specifications.

Desirable Qualifications:

Proficient in analyzing data, communicating ideas and information

Proficient in managing multiple projects with a focus on prioritizing work to meet deadlines

Ability to work independently, and in a team setting, collaborating with staff at all levels

Exercise an eye for detail resulting in a high degree of accuracy and precision

Strong analytical, research, and problem-solving skills

Ability to communicate effectively, tactfully, and courteously

Ability to interpret policies, regulations, and laws

General knowledge of print and mail management, and postal regulations

Ability to exercise a high degree of initiative and flexibility as well as tact and good judgement

Ability to prepare and present clear, comprehensive, and concise reports

Strong Microsoft Office Suite skills, including Excel, Outlook, PowerPoint and Word.

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, hair style and texture, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation. Rev. 01/2023