OAG - Data and Information Services | Customer Servi

Please paste the following URL into a browser to view the entire job posting on the CAPPS Careers page.https://erphcmprd.cpa.texas.gov/psp/candidateportal/EMPLOYEE/HRMS/c/HRS\_HRAM\_FL.HRS\_CG\_SEARCH\_FL.GBL?Page=HRS\_APP\_JBPST\_FLandAction=UandFOCUS=ApplicantandSiteId=1andJobOpeningId=107281andPostingSeq=1Job DescriptionGENERAL DESCRIPTIONThe Data and Information Services Division (DIS) of the Office of the Attorney General (OAG) is seeking an Assistant Mail Administrator; work will involve advanced customer service and administrative support for the OAG. This position works hand in hand with the Mail Administrator and helps to coordinate the work of the Mail Center team. Work involves leading and 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; coaching and training staff and providing administrative support.The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas. As the State's 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 FUNCTIONSServes as the Assistant Administrator of the Administrative and Legal Mail Center team. Leads and performs day-to-day operational functions of the OAG Mail Center. May schedule and assign work tasks to team members. Coordinates the receipt and distribution of incoming and outgoing mail; reviews and routes mail to established mail codes, ensuring that legible recipient signatures are obtained for certified and overnight mail. Follows established procedures and methods for processing customer service orders. Assists with maintaining the MailCenter mail tracking systems. Ensures the safety and order of the Mail Center and the accuracy of the mail center information and tracking systems. Coordinates with Mail Services Management and other agency personnel to identify potential issues with Mail Center services and communicates proposed actions and solutions to management. Provides technical and administrative support to the Mail Operations Manager. Operates postal equipment, including postage meters, automated computer systems, document scanners, letter folder/inserter, postage scales, parcel shipping and computerized systems. Manages maintenance schedules and maintenance/repair logs for equipment; performs routine cleaning/maintenance of equipment following prescribed procedures; troubleshoots equipment problems and takes corrective action; performs minor equipment repairs, as needed. Prepares, interprets, and disseminates Mail Center information to clients; responds to inquiries regarding programmatic or administrative policies and procedures; helps to establish standards and processes to ensure customer satisfaction with mail services; proactively reports all potential client concerns and issues to management in a timely manner; assists with resolving client issues. Compiles, prepares and submits weekly program performance updates, statistical reports, mileage logs, vehicle maintenance reports and other reports as needed. Assists in the development and implementation of new or revised mail center services and program goals and objectives. Recommends updates to documents, program guidelines, procedures, and helps to ensure awareness and compliance with guidelines, procedures, and agency policy.Assists with managing supply inventory and ensuring inventories are comprehensive, complete and accurate; makes recommend tions to resupply when established thresholds are reached; assists with developing processes and procedures to ensure cost effective use of consumables.Assists with general administrative and personnel management duties, including program-related bookkeeping, contract billing reconciliation, and coordinating Mail Center personnel work schedules and leave. Ensures appropriate management of program records per agency policy; documents and files records in timely manner and assists with the disposition of program records.Develops and assists with training materials and operational procedure manuals. Performs related work as assignedMaintains relevant knowledge necessary to perform essential job functionsAttends work regularly in compliance with agreed-upon work scheduleEnsures security and confidentiality of sensitive and/or protected informationComplies with all agency policies and procedures, including those pertaining to ethics and integrityMINIMUM QUALIFICATIONSEducation: Graduation from high school or equivalentExperience: Four 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 environmentSkill in handling multiple tasks, prioritizing, and meeting deadlinesSkill in following written processesSkill in exercising sound judgment and effective decision makingSkill in effective oral and written communicationSkill in providing feedback and motivating a teamSkill in the use of standard office equipment and software Ability to interpret rules, regulations, and policiesAbility to receive and respond positively to constructive feedbackAbility to work cooperatively with others in a professional office environmentAbility to provide excellent customer serviceAbility to implement and evaluate the effectiveness of new and current procedures and systems, and to provide guidance to others.Ability to work in person at assigned OAG wo