Administrative Asst II Job at Health & Human Services Comm
Administrative Asst II
Administrative Asst II.
In the HHS Enterprise Mail Services unit, Performs administrative support work and technical program assistance. Trains and leads one or more mail office employees. Provides Mail office Manager with input for clerical staff performance evaluations. Provides mail services for the Health & Human Services Commission HHSC staff, located in satellite offices at various Mail Distribution Centers (MDC). Develops, coordinates and maintains record keeping and filing systems. Processing inbound and outbound mail using Microsoft Windows software and various high speed/production mail equipment. Ensuring daily collection of mail from the United States Postal Service USPS station or contract vendor facility is completed in a timely manner. Assign sorting, distribution, and delivery tasks to mail office staff. Assist manager with the coordinating, scheduling, and conducting mail services unit presentations. Disseminating USPS Rules & Regulations. Provide friendly knowledgeable customer service to all walk-in and telephone customers, exchanging or verify information, answering inquiries, addressing issues or resolving problems and/or complaints. Coordinate, and schedule periodic maintenance or repair of mail equipment and delivery vehicles with Vendors. Prepares USPS Certified, Express and other accountable mail for shipment. Documenting all inbound Overnight courier and USPS tracking information on a manifest to establish a chain of custody. Establish and update as necessary an internal process & procedures manual and mail service policy standards for MDC satellite locations. Develops and maintain files, updating as necessary and making changes as appropriate. Assist Enterprise Mail Services Accounting Program Specialist by gathering data for input into postage summary reports, and vehicle mileage reports. Uses Microsoft programs proficiently to complete and maintain records. Drives various State vehicles in the performance of regular duties. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.
Administrative Asst II.
In the HHS Enterprise Mail Services unit, Performs administrative support work and technical program assistance. Trains and leads one or more mail office employees. Provides Mail office Manager with input for clerical staff performance evaluations. Provides mail services for the Health & Human Services Commission HHSC staff, located in satellite offices at various Mail Distribution Centers (MDC). Develops, coordinates and maintains record keeping and filing systems. Processing inbound and outbound mail using Microsoft Windows software and various high speed/production mail equipment. Ensuring daily collection of mail from the United States Postal Service USPS station or contract vendor facility is completed in a timely manner. Assign sorting, distribution, and delivery tasks to mail office staff. Assist manager with the coordinating, scheduling, and conducting mail services unit presentations. Disseminating USPS Rules & Regulations. Provide friendly knowledgeable customer service to all walk-in and telephone customers, exchanging or verify information, answering inquiries, addressing issues or resolving problems and/or complaints. Coordinate, and schedule periodic maintenance or repair of mail equipment and delivery vehicles with Vendors. Prepares USPS Certified, Express and other accountable mail for shipment. Documenting all inbound Overnight courier and USPS tracking information on a manifest to establish a chain of custody. Establish and update as necessary an internal process & procedures manual and mail service policy standards for MDC satellite locations. Develops and maintain files, updating as necessary and making changes as appropriate. Assist Enterprise Mail Services Accounting Program Specialist by gathering data for input into postage summary reports, and vehicle mileage reports. Uses Microsoft programs proficiently to complete and maintain records. Drives various State vehicles in the performance of regular duties. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.
Essential Job Functions:
EJF 1. Staff Development
Provides training for current, newly hired, and temporary mail services employees, showing job tasks for the position and cross training to other mail office positions to facilitate backup capability. Ensuring the collection of inbound mail from the US Post Office is completed daily, assigning sorting and distribution tasks to employees and routing to appropriate mail bins. Delivering HHS Enterprise agencies mail twice daily. Establishing/updating internal process & procedures manual and mail service policy standards.
EJF 2. Filing and reports
Develop and keep files. Updates these files regularly, making changes as appropriate. Prepares postage summary reports for HHSC Mail Services accountant, maintaining accurate logs. Maintains an organized filing system. Uses computer programs i.e. Excel and Word proficiently to complete and maintain ongoing records and postage expenditure reports. Maintains postage expenditure data for programs by inputting budget numbers in the remote accounting systems, using vendor proprietary software/hardware.
EJF 3. Data entry and retrieval
Document, verify and perform data entry, creating a manifest for receipt of courier shipments and other accountable mail items, to include Overnight Couriers and United States Postal Service Certified, Registered and Express mail using Microsoft Windows and Excel spreadsheet applications and/or vendor proprietary software.
EJF 4. Mail processing:
Prepares outbound mail for USPS representatives and vendors. Consolidate, classify and prepare all classes of outbound mail for postage, adhering to current US Postal Service rates and fees. Weigh and meter outbound 1st class mail using high production mailing equipment. Close out and record accounting system and daily postage activity in logbook. Process individual programs inbound Business Reply Mail, Express and Certified mail using Microsoft Windows applications.
EJF 5. Customer Service:
Provides administrative and technical assistance to Mail office customers, Disseminating USPS Rules & Regulations and mail services unit office procedures, communicating effectively with customers, exchanging or verify information, answering inquiries, addressing issues or concerns, resolve problems and/or complaints in person and on the telephone.
EJF 6. Driving Duties:
Drives various State vehicles in the performance of regular duties.
EJF 1. Staff Development
Provides training for current, newly hired, and temporary mail services employees, showing job tasks for the position and cross training to other mail office positions to facilitate backup capability. Ensuring the collection of inbound mail from the US Post Office is completed daily, assigning sorting and distribution tasks to employees and routing to appropriate mail bins. Delivering HHS Enterprise agencies mail twice daily. Establishing/updating internal process & procedures manual and mail service policy standards.
EJF 2. Filing and reports
Develop and keep files. Updates these files regularly, making changes as appropriate. Prepares postage summary reports for HHSC Mail Services accountant, maintaining accurate logs. Maintains an organized filing system. Uses computer programs i.e. Excel and Word proficiently to complete and maintain ongoing records and postage expenditure reports. Maintains postage expenditure data for programs by inputting budget numbers in the remote accounting systems, using vendor proprietary software/hardware.
EJF 3. Data entry and retrieval
Document, verify and perform data entry, creating a manifest for receipt of courier shipments and other accountable mail items, to include Overnight Couriers and United States Postal Service Certified, Registered and Express mail using Microsoft Windows and Excel spreadsheet applications and/or vendor proprietary software.
EJF 4. Mail processing:
Prepares outbound mail for USPS representatives and vendors. Consolidate, classify and prepare all classes of outbound mail for postage, adhering to current US Postal Service rates and fees. Weigh and meter outbound 1st class mail using high production mailing equipment. Close out and record accounting system and daily postage activity in logbook. Process individual programs inbound Business Reply Mail, Express and Certified mail using Microsoft Windows applications.
EJF 5. Customer Service:
Provides administrative and technical assistance to Mail office customers, Disseminating USPS Rules & Regulations and mail services unit office procedures, communicating effectively with customers, exchanging or verify information, answering inquiries, addressing issues or concerns, resolve problems and/or complaints in person and on the telephone.
EJF 6. Driving Duties:
Drives various State vehicles in the performance of regular duties.
Knowledge Skills Abilities:
Knowledge of office practices and administrative procedures.
Knowledge of United States Postal Service rules and regulations is preferred.
Skill in the use of standard office equipment and software.
Skill in organizing and keeping files using Excel and Microsoft Window Suites.
Ability to implement administrative procedures.
Ability to interpret rules, regulations, policies, and procedures.
Ability to function effectively in a team environment.
Ability to establish priorities in workloads.
Ability to move up to 75-100 pounds.
Knowledge of office practices and administrative procedures.
Knowledge of United States Postal Service rules and regulations is preferred.
Skill in the use of standard office equipment and software.
Skill in organizing and keeping files using Excel and Microsoft Window Suites.
Ability to implement administrative procedures.
Ability to interpret rules, regulations, policies, and procedures.
Ability to function effectively in a team environment.
Ability to establish priorities in workloads.
Ability to move up to 75-100 pounds.
Registration or Licensure Requirements:
Valid Texas driver’s license
Valid Texas driver’s license
Initial Selection Criteria:
High School diploma or GED equivalent. Two years relevant mail processing experience; Previous supervisory experience. Experience using USPS rules and regulations. Experience transporting cargo in commercial size State vehicles. Experience communicating verbally and in writing. Supervisory or team lead experience.
High School diploma or GED equivalent. Two years relevant mail processing experience; Previous supervisory experience. Experience using USPS rules and regulations. Experience transporting cargo in commercial size State vehicles. Experience communicating verbally and in writing. Supervisory or team lead experience.
Additional Information:
Requisition# 560458
Note: Military occupation (s) relate to the initial selection criteria and registration or licensure requirements for this position, may include but not limited to 42A, YN, 01111, 3A1X1. All active duty military reservists, guardsmen and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditors Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.requisition. HHS Agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling interview.
Requisition# 560458
Note: Military occupation (s) relate to the initial selection criteria and registration or licensure requirements for this position, may include but not limited to 42A, YN, 01111, 3A1X1. All active duty military reservists, guardsmen and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditors Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.requisition. HHS Agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling interview.
MOS Code:
3A1X1
3A1X1
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
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