Perform highly complex (senior-level) clerical work to process large volumes of incoming agency mail and outgoing packages and provide mail operations support. Work involves sorting and distributing a wide variety of incoming and outgoing mail; coordinating mail pick-up from various locations; overseeing the special handling of accountable mail; and maintaining records. Work under limited supervision with moderate latitude for the use of initiative and independent judgment.
Essential duties include participating in the sorting, preparing, and processing of in-coming, inter-departmental, and outgoing mail, equipment, and supplies consisting of confidential and time sensitive materials; ensuring items have proper postage; ensuring expenses are allocated to the proper budget account; and obtaining signatures for accountability or chain of custody purposes. Other duties include processing accountable mail and maintaining records of certified, delivery confirmation, registered, insured, and overnight express mail and items; assisting the system administrator for the accountable mail and internet shipping programs; processing ground and next day air shipping of agency packages; assisting in planning, developing, and implementing new processes and procedures; assisting in the monitoring of work flow, productivity, and quality control; assisting with staff training; assisting in the inspecting and training of possible suspicious or hazardous mail pieces; assisting in preparing, reviewing, and maintaining a variety of daily, weekly, monthly, and annual records, reports, and correspondences; coordinating the use of alternate delivery vehicles in the event of extended maintenance or repair requirements; assisting customers with postal questions and needs; operating various mail equipment; setting up mail machine equipment for individual runs; clearing jams; analyzing problems; minor repairs; and making arrangements for repairs and services; performing a variety of administrative and support tasks; operating agency vehicles periodically to pick up or deliver mail and perform other activities; attending work regularly and observing approved work hours in accordance with agency leave and attendance policies; and performing other duties as assigned.
General qualifications and requirements include graduation from a standard senior high school or the equivalent, minimum of two (2) years or more of work experience with general office, clerical, or administration with use of a personal computer and/or mail operations preferred but not required, if driving is required, must possess a valid driver license from state of residence, working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures, ability to learn operating procedures and the capabilities of assigned equipment, safely drive a state vehicle, demonstrated proficiency with Microsoft Office and appropriate levels of proficiency with utilized software and systems (e.g. CAPPS, SharePoint) and be able to learn new software/systems, ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers, ability to be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism, ability to construct and deliver clear, concise, and professional presentations and/or communications to a variety of audiences and/or individuals, ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner, ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems, ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information, ability to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices, availability for after-hours and weekend work is required.
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