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GENERAL DESCRIPTION OF CLASS
The PRINTING PRODUCTION COORDINATOR coordinates printing plant production staff, client services or contracted
printing in a printing plant.
DISTINGUISHING FEATURES
This is a single classification and not currently part of a series of classes.
DUTIES AND RESPONSIBILITIES
Allocation of positions to this class will depend on the total work performed which may include one or a combination
of the duties or tasks listed below.
- Production Management. Typical tasks: reviews work orders to determine materials, processes, and procedures
required to produce a finished product; marks appropriate instructions on work orders as they will apply in each
production unit; notes and logs due dates for each job and marks completion dates for each production unit on order
as required to meet completed job deadline; routes job to appropriate production unit; estimates labor, materials,
and related costs on proposed jobs and relays information to estimator, customer coordinator, or client as appropriate;
reviews and analyzes unit and employee production records to assist in production planning or to identify production
problems; reviews and approves proof and final products to assure compliance with job specifications and plant
standards; responds to client job complaints, researches problem to determine cause, who is at fault and recommends
maintenance or reduction of charges as appropriate to manager or customer coordinator; monitors and evaluates equipment
maintenance, production, and repair records and consults with production supervisors to coordinate equipment replacement
recommendations to management; consults with and advises production unit supervisors regarding personnel or production
problems; provides back up coverage for production unit supervisors when necessary; evaluates use of consumables
(parts and supplies), availability and suitability of new products, and recommends more cost effective alternatives
to management when appropriate; participates in management meetings to evaluate production and staff needs, makes
recommendations related to production planning and capital equipment expenditures.
- Customer Services Coordination. Typical tasks: reviews client orders for potential problems related
to State rules and standards of format and design, or as related to postal regulations on size and shape if to
be used in the mails; evaluates order regarding production processes and procedures to be used and recommends more
cost effective methods to client when appropriate; reviews order with due date, plant production schedule and workload
or equipment limitations in mind to determine if job can be done in plant or should be contracted out; consults
directly with client to clarify questions, recommend changes or notify of need to contract job out; prepares or
obtains cost estimates for clients on proposed jobs through consultation with estimator or production staff; advises
clients on most cost effective means of producing proposed jobs; provides clients with current information on the
status of orders in process; responds to client complaints regarding services or products, investigates cause of
problem and recommends to management cost adjustments when appropriate; maintains file of major client recurrent
printing needs, makes early update contacts to assure early planning and scheduling to meet client needs; cooperates
with clients by providing advice or training to client staff regarding printing services, policies, and procedures;
maintains frequent contact with other production supervisor to keep up to date on workload and production schedules
in order to determine what can be accommodated in plant; refers jobs that cannot be accommodated in plant (equipment
limits or production overloads) to estimator to be contracted out; keeps current on estimator's duties in order
to provide cross coverage of position when necessary; consults and confers with client regarding long range printing
needs in order to provide planning information to plant management.
- Contract Coordination. Typical tasks: evaluates orders to be contracted out due to equipment limits
or production overloads to determine most cost efficient means of production consistent with client needs; consults
with client to obtain clarification or to provide recommendations; determines through client consultation specific
means of production to be used, materials, and due dates; prepares detailed cost estimate of job (materials, processes,
labor) using cost records data and consults with contractors and suppliers; refers copies of estimates to plant
management and client for review and approval; on approval prepares detailed production specifications for bidder
review; notifies appropriate and approved contractors to submit bids by specified deadline; reviews bids and awards
contract based on cost, production time, and related factors; monitors contracted jobs to assure that contract
conditions are met in accordance with client and plant standards; reviews completed job samples and approves payment
of contractor or requires job to be redone or cost adjusted if not up to standard; maintains current file of approved
contractors based on printing specialty or type of job preferred; reviews applications from contractors interested
in bid work, examines samples of completed work, equipment and staff availability and business history (may visit
plant to verify information); approves contractors for inclusion in current contractor lists; in the event of client
complaint regarding contracted jobs, acts as intermediary to mediate and adjust complaints; maintains close cooperation
and coordination with production supervisors and customer services regarding current materials and service costs
and workload status; keeps current on customer relations duties to provide cross coverage of position when necessary;
provides management with private sector cost survey data or related information as required; maintains accurate
records of all contracts, contractor performance, materials, labor, and shipping costs for future use in estimating
or planning; consults and coordinates with plant management, production supervisors, buyers, and customer services
on planning and establishment of production standards for contracted services; monitors work of contractors and
removes from active bid lists those who do not meet standards.
RELATIONSHIPS WITH OTHERS
Employees in this class have frequent in-person or telephone contact with clients to obtain order clarification,
resolve production problems, or to provide advice regarding printing needs. There is frequent in-person, telephone
or written contact with suppliers, shippers and printing contractors to obtain cost data, coordinate production
efforts or to notify of bid opening or awards. There is frequent in-person and telephone contact with plant managers
and supervisors to exchange information related to production schedules, workloads, costs, and standards.
SUPERVISION RECEIVED
Employees in this class receive general supervision and guidance from a manager or assistant manager. Assignments
are normally in the form of detailed written job orders or bid requests with special assignments given orally or
in writing as needed. The employee works with a high degree of independence in day-to-day decision making. Guidance
is provided by job specifications, consultation with clients, other production staff or supervisors, contractors,
vendors, catalogs, price guides, and history files and laws, rules, regulations, and standards related to printing
(or mails) in state service. Work is reviewed as complete for accuracy, timely completion and conformance to job
specifications, plant standards of quality and procedures as well as any applicable collective bargaining agreements.
GENERAL INFORMATION
Positions are primarily found in a printing plant. They require the willingness to work in the environment associated
with the position's location.
MINIMUM QUALIFICATIONS
- Four years of printing production experience which includes one year of lead work or
supervision OR
two years of printing production and two years of sales or marketing printing services
which would include
completion of technical training or an apprenticeable training program in printing;
- It is expected that the above experience will provide you with working
knowledge of the organization, work flow, standards, and practices of production printing;
working knowledge of the information needed for accurate, complete printing
specifications; working knowledge of postal regulations related to materials
shipped by mail; skill in preparing accurate, complete printing order
specifications from client information; skill in preparing accurate cost
estimates and job pricing; skill in assessing print orders to determine
labor and materials costs, need for special equipment, materials or
techniques including need to bid jobs out; skill in assisting and advising
clients on print orders or production problems; skill in coordinating or
cooperating with production units to assure timely, cost effective job
completions; OR
- An equivalent combination of training and experience.
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