Senior Administrative Assistant

Found in: Talent US 2 C2 - 2 weeks ago


Leavenworth, 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 is responsible for the supervision in the processing of all incoming and outgoing mail on a daily basis for the correctional facility. The processing includes weighing and posting all outgoing mail and inspecting and distributing incoming mail to the departments within the facility as well as the resident population.

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

Oversee, perform and coordinating the day-to-day operations of the mailroom based on all current policies, procedures, rules and regulations. Maintains a positive work environment by providing leadership in such as, customer services, proper mailing handling, security, inspection, and distribution process. Assist the Administrative Specialist with coaching and train of new and existing mailroom staff of all mailroom duties inordinance outline under the KAR and IMPP. Oversight of the handling, inspecting, metering and sorting of all outgoing mail for timely delivery on accordance with established schedules, U.S. Postal Service Regulations and K.D.O.C. policies. Review of books and periodicals accordance with KAR and IMPP. Assist with effectively overseeing and coordinate the activities of three Administrative Assistants assigned to the mailroom in the handling preparation, inspections and distribution of mail received daily. Coach, develop and review the Administrative Assistants preparing of the Censorship and processing of books and periodical as outline under the KAR and IMPP. Act as backup Supervisor in the absence of the Mailroom Supervisor. Communicate with unit team to identify problems regarding mail process and provides solutions of the residents and their families. Respond to resident grievances received regarding mail services in a timely manner. Inventory and determines need for additional supplies monthly. Prepare and forward requisitions as needed. Prepare annual budget by determining needs for updated equipment, staff or supplies and forward to DWSS. Prepare, distribute and monitor postal billings/payment on various departments and contract service provider. Ensure that the postal meter postage is kept stocked to insure is always available for outgoing mail.

Qualifications

Licensing & Certification :

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

High School Diploma or GED Equivalent. One year of supervisory experience in office staffing. Experience with Microsoft Office and clerical duties.

Post-Offer, Pre-employment Requirements :

Must take and pass a drug screening test approved by the Division of Personnel Services unless the incumbent is moving from one safety-sensitive position to another safety-sensitive position within the same agency performing substantially similar duties. May be required to pass a background check.
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