01/08/2001 73250

DIRECTOR, BUREAU OF IMAGING AND DOCUMENT MANAGEMENT, REVENUE

DEFINITION: This is professional managerial and administrative work involved with the receiving, processing, depositing of tax revenues, imaging, forms recognition, data correction, data transmission, system integration and management for all taxes administered by the Pennsylvania Department of Revenue.

The employee in this class directs, through subordinate managers and staff assistants, the activities of divisions engaged in the planning, development, coordination, implementation, and evaluation of the Bureau's programs; managing the receipt, processing, deposit, capture, and transmission of relevant tax return data and tax revenues. Work includes directing the reconciliation of tax revenue deposits to the Department of Revenue's bank accounts; directing the daily collection of revenues and reporting of deposits; directing the processing of magnetic tapes (media) to update the Department's master file for various tax programs; directing the imaging of tax returns and checks for exception processing and archival purposes; and directing the collection and transmission of data for updating the master file of various tax programs. Work involves directing subordinates in the analysis and assessment of technological impacts, upgrades and modifications to hardware, software and other equipment relative to the electronic processing of tax information and making recommendations to Executive Staff. Other work includes coordinating the activities of divisions to ensure they are working towards attainment of similar goals and objectives and resolving conflicts between divisions; and developing and recommending policies and procedures for the Bureau's programs. An important aspect of this work is the responsibility for the integration of the Bureau's programs with other bureaus and with the overall mission of the Department of Revenue. Work involves interpreting assignments, rules, regulations, policies, and procedures for employees; planning and organizing work, assigning work, determining work flow, reviewing work performance, evaluating employee work performance, preparing and signing employee performance evaluation reports, interviewing and recommending employee selections, receiving and resolving employee grievances and complaints, approving leave requests, evaluating training needs of managers, and demonstrating more efficient work methods to employees. Assignments are received from the Deputy Secretary in the form of broad program goals and objectives and then independent judgment is exercised in achieving specific goals, objectives, and program priorities. Work is reviewed upon completion by the Deputy Secretary through reports and conferences for the attainment of program goals and objectives, completeness, and overall program quality.

EXAMPLES OF WORK: Directs through subordinate managers the activities of divisions engaged in the planning, development, coordination, implementation and evaluation of bureau programs.

Directs the preparation, processing and transmission of various types of media and data necessary to update taxpayer account information and Revenue accounting requirements for the Department's taxation and accounting systems.

Directs the processing of forms recognition, data capture, and data correction associated with the gathering of data from all tax forms received by the Department of Revenue.

Analyzes and/or directs subordinates in the analyses and assessment of technological impacts, upgrades and modifications to hardware, software and other equipment relative to the electronic data capture and transmission of tax returns, schedules and related information, and makes recommendations to Executive Staff.

Participates in agency strategic planning and policy initiatives involving tax processing, data capture and banking/deposit operations.

Coordinates, plans and monitors the performance of vendors, integrators and contractors with regard to contractual requirements and performance baselines and takes or recommends corrective action as necessary.

Directs the imaging and transmission of those images for subsequent retrieval and processing.

Plans and organizes work, assigns work, determines priority of work, sets goal and objectives, and reviews work performance.

Develops and recommends policies and procedures for the Bureau's programs.

Conducts reviews and fact-findings to determine if disciplinary action is required and takes appropriate action.

Coordinates work of assigned units with other bureaus and organizational groups.

Discusses new processing methods and techniques with staff for operational efficiencies.

Resolves work conflicts between operating units.

Meets with staff to inform them of changes to rules, regulations, policies, procedures, and objectives.

Establishes standards to measure Bureau's performance.

Advises Department Executive Staff on expected outcome of monthly deposit goals.

Reviews and analyzes monthly activity reports to determine active performance levels, program trends, and overall effectiveness of core activities.

Reviews reports, correspondence, and memorandums to determine effectiveness and adherence to established goals and objectives.

Reviews work to determine compliance with administrative rules, regulations, policies, and procedures.

Provides advice to staff and co-workers on unusual or difficult problems.

Prepares budget and re-budget requests for the Bureau.

Reviews and makes recommendations on proposed legislation for possible impact on programs and makes recommendations.

Prepares and delivers presentations to special interests groups.

Meets with Commonwealth, Federal, banking institutions, and county officials to explain Departmental functions, programs, rules, regulations, policies, and procedures.

Evaluates employee work performance and prepares and signs employee performance evaluation reports.

Reviews and signs employee performance evaluation reports as the reviewing officer.

Receives grievances and complaints, conducts initial investigation into causes and conditions, discusses with affected employees, and resolves or recommends solutions or corrective actions to be taken.

Interviews prospective employees and recommends employee selection or rates applicant pool in terms of preferential ranking for employment.

Interprets contractual and administrative rights and obligations for managers and modifies work environment or process to conform to changing conditions.

Approves leave requests and reviews leave usage of employees to determine if possible patterns of abuse exist.

Assigns or authorizes overtime work to insure priority work is processed.

Evaluates educational training needs of employees and requests further educational courses be offered.

Investigates complaints involving misconduct by employees by reviewing all available data to determine what was done, how it was done, and actions that should be taken.

Employee in this class may participate in the performance of their subordinates' work consistent with operational or organizational requirements.

Performs other related duties as required.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of the Department of Revenue's tax laws, rules, regulations, policies, and procedures.

Knowledge of the procedures and techniques utilized in evaluating the effectiveness of the Bureau's programs and processes.

Knowledge of PCs, servers, LANs, imaging hardware and peripherals and how they relate to the Bureau's processes and systems.

Knowledge of state-of-the-art imaging technology and systems.

Knowledge of automated processing systems and workflow.

Knowledge of collective bargaining unit contracts and applicability of it to respective operational areas.

Knowledge of banking, remittance processing, and data correction and capturing.

Ability to apply and interpret Commonwealth procurement procedures.

Ability to apply and interpret Commonwealth outsourcing policies and requirements.

Ability to formulate policies and procedures for Bureau programs.

Ability to express ideas clearly and concisely both verbally and in writing.

Ability to plan and organize the work, delegate assignments to appropriate areas and monitor results.

Ability to evaluate employee performance and prepare employee performance evaluation reports.

Ability to read and interpret collective bargaining contracts and applying it to the working environment.

Ability to evaluate employee training needs and then to subsequently educate employees accordingly.

Ability to train staff in the interpretation and application of rules, regulations, policies and procedures.

Ability to prepare and deliver formal presentations to special interest groups.

Ability to evaluate the effectiveness of the Bureau's programs and processes.

Ability to review and comment on proposed rules and regulations.

Ability to review and analyze reports and data to determine effective performance, trends, and overall productivity.

Ability to establish and maintain effective working relationships with staff, co-workers, managers, other Commonwealth and private industry officials.

MINIMUM EXPERIENCE AND TRAINING: Seven years of experience in progressively responsible and varied administrative work, including three years in a specialized technical capacity affording a working knowledge of banking and cash management, imaging recognition systems, intelligent remittance systems processing, data correction and multiple platforms systems administration. A bachelor's degree including or supplemented by courses in accounting, business administration, public administration, networking or computer system administration;

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An equivalent combination of experience or training.