MIRACOSTA COLLEGE
CLASS TITLE:
PRINTING & COPY SERVICES SPECIALIST
BASIC FUNCTION:
Under the direction of the Director of Purchasing and Material Management, provide coordination
and management of the District’s Printing and Copy Service operations, including management of
the District’s central on-site Copy Center; all of the District’s decentralized satellite departmentlevel copiers; all of the District’s outsourced Printing and Publishing Services; and all related
contract services in support of these activities. Coordinate, supervise, evaluate and train Copy
Services staff.
REPRESENTATIVE DUTIES:
1.
Manage and coordinate the operation of the District’s Central Copy Center, including:
a. Provide supervision, work direction, training and evaluation for temporary workers;
b. Oversee, operate and maintain various kinds of high-end reprographics and related
peripheral equipment;
c. Develop and monitor methods for processing and distributing highly secure and
confidential documents, such as student examinations and Board materials;
d. Develop and monitor methods for quality control and efficient work processing
schedules, including determination of work priorities and preparation of various
reports;
e. Provide on-demand walk-up copy service for District faculty and staff on an ongoing
basis;
f. Maintain and distribute an appropriate stock of paper and supplies in support of the
District’s Central Copy Center.
2.
Manage and coordinate the District’s decentralized satellite copier fleet, including:
a. Oversee and monitor all department-level copiers at all three campuses;
b. In collaboration with Purchasing, perform need and function analyses to ensure that
specifications of copiers fit the respective needs of the department and provide the
highest possible value to the District;
c. Coordinate with District vendors and contractors in the procurement, operation,
maintenance and support of the satellite copier program;
d. Monitor and make recommendations regarding over- or under-usage of District
copiers, including related financial information and metering data;
e. Oversee the replacement, set-up and training for all new copiers and make
recommendations on the cascading or disposal of the old ones;
f. Maintain and distribute an appropriate stock of paper and supplies in support of the
District’s decentralized copier fleet.
3.
Manage and coordinate the day-to-day operations of the District’s external printing
services, including:
a. In collaboration with Purchasing, develop and manage external contracts with printing
service vendors to meet the needs of the District;
b. Monitor and manage the services of external contractors, including quality control of
the product and cost control throughout the entire process; proof and approve all
printing work, including reconciliation of specifications and invoices;
MIRACOSTA COMMUNITY COLLEGE DISTRICT
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Printing and Copy Services Specialist
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c. Collaborate and confer with end users to determine appropriate and cost-effective job
specifications, annual usage requirements, and make recommendations accordingly;
determine appropriate deadlines and timelines for all printing projects;
d. Monitor and manage high volume production and distribution of printed materials
throughout the District, including collaboration with the U.S. Postal Service on Bulk
Mail regulations and requirements;
e. Collaborate with external vendors and District staff to identify the most cost-efficient
alternatives and technologies pertinent to the work at hand.
4.
Monitor and report on budget resources, blanket order usage and recommendations for
expenditures. Maintain records of work performed and materials used; prepare periodic
statistical and trend reports on various aspects of the reprographics programs.
5.
Ensure compliance with all copyright and intellectual property regulations and
requirements.
6.
Develop, order, stock and distribute large quantities of paper stock and pre-printed
stationery items (e.g. letterhead, envelopes, forms and labels) in support of all District
sites.
7.
Perform minor maintenance, adjustments and servicing to machines and equipment;
request/order outside maintenance and servicing to machines and equipment when
appropriate.
8.
Work proactively to develop high levels of customer service and satisfaction at all three
campuses. Deal with customer service issues in a timely and appropriate manner, with
accuracy, efficiency, tact and diplomacy.
9.
Provide technical assistance and counsel to faculty, staff and administration on all printing
and copy service issues.
10.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Proper methods, materials, tools and equipment used in the set-up, operation, maintenance and
repair of analog and digital copiers, bindery, printing and related equipment.
Printing and reprographics technology and production.
High quality reprographics processes and standards, including digital imaging and networking
systems, as well as remote copy job order & distribution systems.
Various reprographics supplies, chemicals, inks and papers, including xerographic paper, custom
printing stock and specialty fine papers.
Graphics communication technology, layout, file compatibility, specialized software, four-color
printing processes, poster production, and high-profile complex artwork for marketing and
mass distribution.
Health and safety regulations, including District policies and procedures, OSHA and hazardous
material specifications.
Interpersonal skills, including tact, diplomacy and effective communications.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
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Principles and practices of supervision, evaluation training and providing work direction.
Word processing, spreadsheet, database and specific reprographics software systems.
Modern office practices, procedures and equipment, including enterprise financial systems.
Budget management skills
Contract administration skills.
Basic statistical analysis skills and recordkeeping techniques.
Applicable copyright and intellectual property rules and regulations.
Inventory control methods and techniques.
ABILITY TO:
Manage and process requests for many different kinds of reprographic work and determine the
most efficient technology, method and means to perform the work, ,whether onsite with
District resources or contracted to an external vendor.
Plan, organize and prioritize reprographics services to assure maximum efficiency and quality
products in a timely manner.
Monitor and manage a large number of reprographics contracts and blanket orders.
Monitor and manage departmental budgets.
Perform skilled set-up, operation and maintenance of high-end reprographics systems, software
and related equipment.
Operate and maintain various types of peripheral reprographics equipment, such as bindery units,
power cutters, paper folders, drill punches, perforating/numbering/scoring equipment, hot
glue applicators and shrink wrapping equipment.
Quickly and accurately edit and proof a wide variety of reprographics jobs and specifications.
Communicate effectively both orally and in writing with external vendors and internal clients.
Resolve internal and external conflicts and problems quickly, diplomatically and effectively.
Maintain routine records and prepare reports, including statistical analyses and usage trends.
Maintain appropriate inventory and handling of materials and supplies.
Develop and implement improved procedures and process to maximize operational efficiency.
Establish and maintain cooperative and effective working relationships with others.
Add, subtract, multiply and divide quickly and accurately.
Lift objects weighing up to 50 pounds.
Meet schedules and timelines.
Maintain confidentiality of information and security of sensitive materials.
EDUCATION AND EXPERIENCE:
Any combination equivalent to graduation from high school and three years of reprographicsrelated work experience.
LICENSES AND OTHER REQUIREMENTS:
A valid California Driver’s License, acceptable driving record and applicable insurance in
accordance with District policy.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Provide work direction and supervision for temps working as Quick Copy Operator I.
CONTACTS:
Wide scope of District faculty, staff and administration. Extensive contact with external vendors
and suppliers.
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PHYSICAL EFFORT:
Subject to combination of tasks involving sitting, standing, walking occasional bending stooping,
lifting, pushing and carrying of objects weighing no more than 50 pounds.;light to moderate
repetitive use of hands, wrists and forearms while working on a computer, This position may
sometimes be required to travel to a variety of locations on campus and other District sites on
business or to vendor sites within the County.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships with other individuals from
diverse backgrounds or to work alone; ability to have appropriate interactions and
communications personally, by phone and/or in writing with students, staff and faculty on a
regular, on-going basis; ability to work effectively under pressure on a variety of tasks
concurrently while meeting established daily deadlines and constantly shifting working priorities.
Frequent requirement to deal with difficult people or situations.
WORKING CONDITIONS:
The Copy Center environment is subject to fumes from chemicals, copy equipment operation and
constant noise; occasional to frequent contact with and interruptions by individuals in person or by
phone. During busy periods, the temperature in the work area may exceed comfortable levels. In
the warehouse, where paper and copier supply inventories are stored, there is exposure to heavy
equipment (such as forklifts and pallet jacks), as well as high overhead storage of heavy paper on
pallet racks. May work during day and/or evening hours including weekends and holidays on an
as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
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