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Administrative Assistant

2 months ago

Ellsworth, United States State of Kansas Full time

Employment Benefits

Comprehensive medical, mental, dental, vision, and additional coverage

Sick & Vacation leave

Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave

Paid State Holidays (designated by the Governor annually)

Fitness Centers in select locations

Employee discounts with the

Retirement and deferred compensation programs

Position Summary & Responsibilities

Position Summary: This position serves as an Administrative Assistant in the Mailroom/Post Office.

Job Responsibilities may include but are not limited to the following:

Sorts and inspects all incoming newspapers, Inmate property, magazines and first-class mail for delivery to unit teams, departments and other institutional offices. Distributes all staff and official mail. Constant awareness of Federal mail codes a must. Proper forwarding of mail for Inmates transferring or paroling. Opens and inspects all incoming mail for contraband, money orders and/or cashiers checks. Delivers all money orders to the Accounting Department. Reads and censors J-Pay email. Processes seized mail for review and appeals, and delivers to appropriate staff. Censors publications for sexually explicit material as described in K.A.R. 44-12- 313 (K.A.R. 44-12-601 (d) (1) E). Notifies EDCF Censorship staff , faxing material to be censored. Maintain data file of censorship notices. Analyzing proper procedures to be used in specific mail situations meeting Federal and institutional mail regulations. Functions as lead worker, assigning work and training others in mail room procedures. Enters data on daily logs. Enters Inmate mail data into computer programs including Excel and Microsoft Word. Completes and organizes documentation of logs pertaining to daily, weekly and monthly mail procedures, creating new logs when needed. Post withdrawal of legal and other postage obligations on OMIS. Organizes ACA documentation from material resources. Prepares forms sent to inmates for proper seizure procedures. Corresponds via E-mail and conducts Omis research. Evaluates proper standards to be met in processing inmate mail Research of Inmate incoming property on Omis insuring special purchase orders have been purchased by inmates. Weigh logs and stamps outgoing inmate property. Writes certified mail receipts weighs and records inmate paid packages. After due process, supplies postage to authorized inmate and staff outgoing mail. Conducts, in Building 5 - Chapel, weekly orientation on mail procedures with newly arrived inmates. Isolates all mail on the “readable” mail list in compliance with General Orders and notify proper staff. Responds to other staff members and Inmates via Form 9’s. Knowledge of Federal mail regulations and KAR’s. Requisitions all postage and other supplies utilized for the postal department. Assists in placing General Orders, memorandums, etc., in staff mailboxes. Performs other duties assigned by supervisor. Organizes planned actions for increase of mail for specific Federal and facility changes, such as holidays. Training of assistant and relief staff in proper procedures in Federal regulations and departmental rules, regulations, policies and procedures pertaining to mail. Proper mail logs on computer; meets strict deadlines to insure proper mail delivery.

Qualifications

Education : High School Diploma or GED. Licensing & Certification: Must possess a valid Driver's License. Minimum Qualifications: One year of experience in general office, clerical, and administrative support work. Education may be substituted for experience as determined relevant by the agency.  Preferred Qualifications: Proficiency in operation of specific types of office equipment. Computer skills a must. The ability to apply, interpret and explain technical and varied rules and regulations, policies and procedures. Knowledge of operations and maintenance of a variety of office equipment. Basic bookkeeping, ability to follow oral and written instructions, ability to communicate effectively both orally and in writing. Post-Offer, Pre-employment Requirements: Must pass a background test and drug screen.