Please paste the following URL into a browser to view the entire job posting in the CAPPS Career Section: https://capps.taleo.net/careersection/ex/jobdetail.ftl?job=00049373
You may apply to the job directly through the CAPPS Career Section. It is not necessary to apply both through Work In Texas and CAPPS Career Section
GENERAL DESCRIPTION
The Data and Information Services Division (DIS) of the Office of the Attorney General (OAG) is seeking an Administrative Assistant whose work will involve complex mail center assistance and administrative support for the division. Serves as the assistant coordinator of the CSD Mail Center team and supports the work of the principal AL Mail Coordinator. Work involves performing the day-to-day operational functions of the OAG Mail Center, to include coordinating and completing mail processing and pick-up/delivery services; developing and maintaining mail center management systems; preparing and disseminating correspondence, reports, forms, and documents; assisting with the development and implementation of mail center services, policies, and procedures; stocking and maintaining supply inventories; and providing administrative support. May train and coordinates the work of others.
The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas. As the States law firm, the OAG provides exemplary legal representation in diverse areas of law. OAG employees enjoy excellent benefits (https://ers.texas.gov/Benefits-at-a-Glance) along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans.
ESSENTIAL POSITION FUNCTIONS
Serves as the assistant team coordinator of the Child Support Mail Center team. Assists with leading and performs day-to-day operational functions of the OAG Mail Center. May schedule and assign work tasks to team. Coordinates the receipt and distribution of incoming and outgoing mail for the administrative and legal divisions; reviews and routes mail to the correct mail code stop locations and ensures that legible recipient signatures are obtained for certified and overnight mail. Follows established procedures and methods for processing simple-to-complex service orders. Assists with maintaining the Mail Center facility and associated postage account mail tracking systems according to agency standards, ensuring the safety and order of the Mail Center and the accuracy of the mail center management systems. Coordinates with Document Delivery Services and other agency personnel to identify potential issues impacting Mail Center services and communicates solutions to management. Provides technical and administrative support to the Child Support Mail Coordinator and the Document Delivery Manager.
Operates postal equipment, including postage meters, automated computer systems, letter folder/inserter, postage scales, and computerized parcel shipping system. Assists with maintaining maintenance schedule and maintenance/repair logs for postal equipment; performs routine cleaning/maintenance of equipment following prescribed procedures; troubleshoots equipment problems and takes corrective action; oversees vendor equipment maintenance and repairs; performs minor equipment repairs, as needed. May support management with recommendations for equipment purchases.
Professionally explains and disseminates program information to clients; responds to inquiries regarding technical program or administrative policies and procedures; ensures customer satisfaction; proactively reports all potential client issues to management in a timely manner; and assists with responding to client inquiries and resolving client issues.
Assists with the preparation of weekly program performance updates and statistical reports to management. Compiles, prepares, and submits additional program data, as needed. Maintains supply inventory; performs routine inventories of Mail Center supplies, ensuring inventories are accurate; submits inventory reports to management, recommends supply @types and quantities; assists with making supply orders; and controls consumable use to ensure cost-effectiveness.
Assists in the development and implementation of mail center services, program goals and objectives; recommends and documents improvements to program guidelines and procedures, and monitors compliance with guidelines, procedures, and agency policy.
Assists with general administrative and human resources duties, including supply management, agency property inventories, facility management, program-related bookkeeping, and contract billing reconciliation, and coordinating Mail Center personnel work schedules and leave. Maintains vehicle mileage logs and reports any maintenance needs to management. Manages and maintains work/production logs. Ensures appropriate management of program records per agency policy; documents and files records in timely manner and assists with the disposition of program records.
Performs related work as assigned
Maintains relevant knowledge necessary to perform essential job functions
Attends work regularly in compliance with agreed-upon work schedule
Ensures security and confidentiality of sensitive and/or protected information
Complies with all agency policies and procedures, including those pertaining to ethics and integrity
Qualifications: MINIMUM QUALIFICATIONS
Education: Graduation from high school or equivalent
Experience: Three years of full-time experience working in the following (or closely related) fields: administrative support, customer service, general office, or clerical experience in a professional office or mail center environment
Skill in handling multiple tasks, prioritizing, and meeting deadlines
Skill in effective oral and written communication
Skill in exercising sound judgment and effective decision making
Ability to receive and respond positively to constructive feedback
Ability to work cooperatively with others in a professional office environment
Ability to provide excellent customer service
Ability to work in person at assigned OAG work location, perform all assigned tasks at designated OAG work space within OAG work location, and perform in-person work with coworkers (e.g., collaborating, training, mentoring) for the entirety of every work week (unless on approved leave)
Ability to arrange for personal transportation for business-related travel
Ability to work more than 40 hours as needed and in compliance with the FLSA
Ability to lift and relocate 50 lbs.
Ability to travel (including overnight travel) up to 5%
PREFERRED QUALIFICATIONS
Experience: Three or more years working in a mail center
Experience: One or more years working for a Texas state agency
Knowledge of AL mail operation principles and practices
Skill in providing effective training to others
TO APPLY
To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at
https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf
THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER
