Tax Operations Assistant Chief (Manager of Processing and Mail Services)

Benefits Professional growth and development opportunities A healthy work/life balance for all employees Eligible Public Service Loan Forgiveness Position Highlights Manage overall day-to-day operations Oversee outsourcing budget for the data capture vendors and ECM programming vendor Oversee agency‑wide scanning of correspondence, returns and payments Oversee all mailroom functions including daily pickups at multiple locations, logging of certified mail and all outgoing mail Oversee the duplicating area which generates all outgoing print‑job correspondence (bills, notices, delinquencies, tax‑return mailing, etc.) Work with the business office on approving invoices for vendors, equipment and major supply orders Evaluate current staffing levels and develop a plan to fill staffing needs created through attrition Document workflow of inbound and outbound mail in processing Expand the use of existing hardware and software to track bottlenecks Develop reports to manage and evaluate work volumes in all areas to be shared with agency management Review current processes in the units and develop a long‑term plan for streamlining processes Work with the agencies Oversight unit to make recommendations based on volume to increase electronic data collection and reduce paper processing in the agency Identify strengths and weaknesses in the unit and work on a reorganization plan to bring the unit to an operationally efficient status Cross‑train staff to support needs of the unit during peaks in tax filing season Responsibilities In this role, you will manage and counsel on the day‑to‑day operations of the unit, which is responsible for the collection and processing of all inbound mail to the department as well as the creation and mailing of all outbound correspondence/notices. A major objective of this position is to review current functions, processes, and organizational structure in the unit and develop a long‑term plan for streamlining processes and document the workflow for the inbound and outbound mail processes. Additionally, you will expand the use of existing hardware and software to track bottlenecks and create reports to manage and evaluate work volumes in all areas, and work with the agency's current IT modernization project team to make recommendations based on volume to increase electronic data collection and reduce paper processing in the agency. Oversee agency‑wide scanning of correspondence, returns and payments Oversee all mailroom functions including daily pickups at multiple locations, logging of certified mail and all outgoing mail Oversee the duplicating area which generates all outgoing print‑job correspondence Work with the business office on approving invoices for vendors, equipment and major supply orders Evaluate current staffing levels and develop a plan to fill staffing needs created through attrition Document workflow of inbound and outbound mail in processing Expand the use of existing hardware and software to track bottlenecks Develop reports to manage and evaluate work volumes in all areas to be shared with agency management Review current processes in the units and develop a long‑term plan for streamlining processes Work with the agencies Oversight unit to make recommendations based on volume to increase electronic data collection and reduce paper processing in the agency Identify strengths and weaknesses in the unit and work on a reorganization plan to bring the unit to an operationally efficient status Cross‑train staff to support needs of the unit during peaks in tax filing season Minimum Qualifications Nine (9) years of experience in technical work in taxation or a large computerized financial record‑keeping system One (1) year of the general experience must have been in a supervisory capacity (e.g., scheduling, assigning, overseeing work and establishing performance standards for professional staff at the level of a Tax Operations Unit Supervisor) Substitutions Allowed College training may be substituted for the general experience on the basis of fifteen (15) semester hours equaling one‑half (½) year of experience up to a maximum of four (4) years for a Bachelor’s degree. A Master’s degree in business administration, accounting or taxation may be substituted for one (1) additional year of the general experience. Preferred Qualifications Experience overseeing a unit responsible for intake and processing of correspondence, returns and payments Experience with organizational, verbal and written communication Experience with process‑improvement techniques and methods Experience managing and collaborating throughout all levels of a diverse staff to achieve common goals Experience leading staff by thinking critically, managing productivity, defining expectations and establishing measurable goals Technical knowledge of scanning, processing and/or high‑volume mail equipment Equal Opportunity Employer AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. The State of Connecticut is an equal‑opportunity/affirmative‑action employer and strongly encourages the application of women, minorities, and persons with disabilities. #J-18808-Ljbffr State-of-Connecticu