The Oregon Dept. of Revenue is currently recruiting for a Principal Executive/Manager A (Files and Micrographics Manager) to join our Administrative Services Division, Processing Center Section in Salem.
The Files unit maintains approximately 10,5 million personal income tax returns, 122,000 partnership returns, 120,000 fiduciary returns, 237,000 corporation returns and 142,000 TSE returns. The PIT returns are stored numerically by the document control number, (the other tax programs are filed alphabetically), then stored on site for a required number of years. The unit pulls returns from the files for official use by department employees. A tight security
system keeps the files confidential. This unit tracks all returns charged out from the files. The timely filing, pulling and charging out of these returns is essential to the collection of revenue from these tax programs.
The Micrographics is a sub-unit of the Files Unit. This unit provides timely services to the agency by preparing documents for researching retrieval request, retrieving document images, processing film and performing daily maintenance on equipment.
This position is responsible for gathering and developing statistical reports related to the Processing Center activities, projecting costs and savings of Processing Center Units, collecting data, creating and maintaining performance measures and fiscal impacts.
This position is responsible for designing, planing, and conducting analytical management studies of programs, policies, and operational systems within the Processing Center.
This position supervises a unit of 19 permanent employees (3 OS1’s, 1 DEO, and 15 OA2’s), with an operating budget of $1.6 million.
This is a full-time, management service position. This recruitment will be used to establish a list of qualified people to fill the current vacancy and may be used to fill future vacancies that occur.
Duties & Responsibilities:
Supervises Unit staff. Schedules work assignments, assigns priorities and ensures they are met on a daily basis, balances workload and reviews completed work of unit personnel to ensure completeness, accuracy and conformance with unit division and agency policies. Clearly communicates department and division goals and objectives to unit staff.
Establishes written expectations for all unit employees and communicates them both orally and in written form.
Conduct timely annual performance appraisals for all employees. Rewards positive performance of individuals. Prepares and updates position descriptions Individual performance standards and expectations are monitored and referenced in performance appraisals and discussed throughout the year. Responds to grievances and attends hearings. Creates an atmosphere of cooperation and productivity through motivation. Identify employee development needs and coordinate appropriate developmental opportunities with other units and throughout the agency. Facilitates the coordination of training, special projects or assignments and other opportunities to promote continuous improvement in employee knowledge and skills.
Regularly conducts personnel actions affecting personnel and addresses performance deficiencies in a timely manner. Uses the standard of progressive discipline. Responsible for interviewing, hiring and training of unit staff. Interviews are conducted in a manner consistent with personnel rules, affirmative action goals and established EEOC guidelines. Arranges and oversees training of newly hired personnel and conducts update training of unit personnel regarding new policies and procedures brought about by changes in federal and state statutes, regulations and/or DOR policy and procedures. Takes an active role in creating a harassment-free workplace. Takes personal responsibility for enhancing workplace diversity, team development and achieving the agency’s affirmative action goals.
Manages the gathering of information relating to statistical reports and Performance Measures.
Manages the Files/Micrographics Unit budget, assuring expenditures for personal services, services and supplies and capital outlay are within the unit’s allocation. Responsible for projecting resource needs and preparing required documentation for incorporation in the agency legislative sessions. This position does monthly reviews, projections and adjustments to the unit’s biennial budget forecasting logistical use of resources for personnel.
Ensures that unit staff properly communicate to agency personnel, and other agency’s representatives our agency guidelines, program deadlines, workflow issues and recommendations affecting the processes of various tax programs represented in our unit.
Advises unit staff on the appropriate action to take on complex unprecedented or problem cases. Determines if the staff’s course of action is legal and proper. Make recommendations to change or adopt new administrative rules and procedures.
Run inventories for authorized charge-out personnel to assure documents match the location on the computerized charge-out system. Schedule open billings through computer services quarterly to purge out returns no longer current on the system. Coordinates with other managers, such as Audit mangers regarding review activities regarding IRTF and CP2000 related to charge out and files functions by meeting and discussing alternatives and plans to accomplish the tasks quickly and efficiently.
Call vendors to purchase, repair or replace items such file-folders, numbered labels, file banks, storage file CD and retrieval equipment, printers, copiers etc.
Researches, studies and maintain knowledge base and keeps current on new document processing technology, including imaging, OCR and electronic filing.
Participates actively as a member of Processing Center Management Team and IPD Leadership. Responsible for engaging division employees in initiatives and activities designed to accomplish the objectives of the division and agency. Helps make decisions concerning changes and restructuring or streamlining of PC and Unit operations, development and achievement of division or section goals, objectives, performance measures and the prioritization of the handling and processing of tax documents.
Serve on numerous agency and division committees, leadership and management groups and other teams, coordinating efforts, setting agency policies and identifying and resolving division or agency-wide problems.
High volume high production atmosphere
Pressure of meeting daily production goals
Demand for accurate and varied record keeping
Qualifications & Desired Attributes:
Four years of experience in lead work, supervision, staff-technical or professional-level work.
This experience must have included participation in the management of a program, section, or unit including one or more of the following areas:
a) development of program rules and policies;
b) development of long- and short-range goals and plans;
c) program evaluation; or
d) budget preparation.
A Bachelor's degree or equivalent course work (144 quarter or 96 semester hours) in a field related to management such as Business or Public Administration; or a field related to tax administration may be substituted for up to three (3) years of the required experience.
In the "Work History" section on your application, you must clearly describe your experience in each of the a), b), c), d) areas listed. Failure to provide this information may result in eliminating your application from further consideration.
- Leadership and Motivation
- Managing People and Business
- Team Building
- Innovation and Process Improvement
- Problem Solving and Judgment
To apply for this position, follow the “Apply” link above to complete the Oregon Employment Application online. All application materials must be received by the closing date/time posted.
Only complete applications will be considered. Be sure to answer all supplemental questions and attach any required documents. Responses to the “Supplemental Questions” will be reviewed to determine if you meet the minimum qualifications and desired attributes for the position. Qualified applicants whose responses most closely match the desired attributes for the position will be invited to interview. Transcripts must be submitted to receive credit for higher education coursework (official or unofficial at the time of application).
The state of Oregon requires all applications have a valid email address. Communication to applicants from the Dept. of Revenue will be done via email or telephone.
If you do not currently have an email address and do not know where to go to get one please refer to our Applicant E-Recruit FAQ's web page question #14 to view several internet providers where you can get a free e-mail account. The state of Oregon does not endorse any particular provider.
To work for the Department of Revenue you must comply with all income tax laws. This means that the department will check to see if you have filed Oregon income tax returns and made arrangements to pay any outstanding liabilities before offering you a position.
Applicants will also be subject to a criminal history check which may include fingerprinting. Circumstances of any criminal conviction will be reviewed to determine whether an applicant is accepted for employment.
Please be aware that due to the economic downturn and subsequent state budget short-fall, this position may be subject to cost reductions including mandatory unpaid time off. The pay and benefits on all announcements may change without notice.
If you have a disability or otherwise require an application in an alternate format in order to complete the process, you may contact us at:
Oregon Department of Revenue
Human Resources Rm. 135
Salem, OR 97301
Phone (503) 945-8547
Fax (503) 947-2047
Oregon Dept. of Revenue is an Equal Opportunity and Affirmative Action Employer
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State of Oregon - 19 months ago