Administrative Asst II

3 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Administrative Asst II
Performs routine (journey-level) administrative support for Health & Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management. Performing administrative support work involving disseminating information, preparing correspondence, creating reports and documents regarding State Office mail matters. Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies. This role will provide administrative support for the State Offices’ State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS). This position trains and leads one or more mail office employees in the sorting and distribution of state mail. 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 is completed in a timely manner. Essential Job Functions:
EJF 1. 35% Administrative Support:
Provides administrative support for Health & Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management. Performing administrative support work involving disseminating information, preparing correspondence, creating reports and documents regarding State Office mail matters. Will support and assist supervisors with plans for repairs, services, and reports on fleet vehicles. Will support and assist managers with maintaining office schedules and appointments. Will assist with internal mail delivery. Will arrange for the scheduling and transfer of surplus items. Performs backup office coverage duties. Will support managers and supervisors in onboarding new employees. Performs related work as assigned. Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies. This role will provide administrative support for the State Offices’ State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS).

EJF 2. 10% 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. Ensures the collection of inbound mail from the US Post Office is completed daily, assigning sorting, and distributing tasks to employees and routing to appropriate mail bins. Delivering HHS State Office agencies mail twice daily.

EJF 3. 15% Filing and Reporting:
Reviews, edits, and reconciles discrepancies in reports, purchase orders, correspondence, summaries, manuals, vouchers, journals, ledgers, requisitions, records, and other related forms. Develops and keeps 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 4. 15% Data entry and retrieval:
Documents, verifies, and performs data entry, creates manifests 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 5. 10% Mail processing:
Prepares outbound mail for USPS representatives and vendors. Consolidates, classifies, and prepares all classes of outbound mail for postage, adhering to current US Postal Service rates and fees. Will weigh and meter outbound 1st class mail using high production mailing equipment. Closes out and records accounting system and daily postage activity in logbook. Processes individual programs inbound Business Reply Mail, Express and Certified mail using Microsoft Windows applications. Uses copiers, scanners, and vendor proprietary software and equipment to document inbound accountable mail and overnight express courier mail to create an internal chain-of-custody and to capture customer signatures on portable handheld devices and copy manifest.

EJF 6. 15% Customer Service:
Communicates effectively in person, via email, and phone exchanging or verifying information, answering inquiries, addressing issues or concerns, resolve problems and/or complaints in person and on the telephone. Performs customer service duties by assisting the public and staff in filling out forms and provides information to internal and external customers via email or phone.
Knowledge Skills Abilities:
Knowledge of office procedures; of spelling, punctuation, grammar, and arithmetic.
Knowledge of United States Postal Service rules and regulations.
Skill organizing and recording files using Microsoft Windows Suites.
Skill in the use of a computer and office equipment.
Ability to prepare and maintain records.
Knowledge and ability to interpret guidelines, to develop, monitor and adhere to agency policies, standards.
Ability to communicate effectively in a team environment and train others.
Ability to read and understand rules, regulations, policies, and procedures.
Ability to communicate effectively verbally and in writing.
Ability to function effectively in a team environment.
Ability to establish priorities in workloads.
Ability to move up to 15-35 pounds.

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