ADMINISTRATIVE ASSISTANT I - 41000773 1

State of Florida • Tallahassee, FL

4d • Onsite

About The Position

This position functions as the Mail Room lead worker, reporting directly to Office Operations Manager I. This employee serves as the lead worker for of all mail room operations which includes processing all incoming and outgoing mail (internal and external), performing and monitoring all General Services check receiving and review processes, maintaining the state vehicles utilized by the mail room and provide leadership and guidance to all mail room staff.

Requirements

• Four (4) years of secretarial or administrative work experience
• A high school diploma or its equivalent and two (2) years of secretarial or administrative work experience
• A bachelor's degree
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for up to two (2) years of the required work experience
• Vocational/technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for up to two (2) years of the required work experience

Nice To Haves

• Prior experience in mail room operations
• Mail handling
• Electronic mail routing
• Routing correspondence

Responsibilities

• Coordinate unit staff meetings, keeping and adding to the agendas; assist in reinforcing procedures, and ensure mail room staff are current on procedural changes.
• This employee has oversight of all mail room operations which includes processing all incoming and outgoing mail (internal and external), oversight of the General Services check receiving and review process, maintaining the state vehicle utilized by the mail room and supervision of all mail room staff.
• Supervision of the mail room staff involves hiring, disciplining, making recommendations for retention, special duty assignments, attendance and leave approvals, and performance reviews.
• Coordinates unit staff meetings, keeping and adding to the agendas, reinforces procedures, and keeps staff current on procedural changes.
• Facilitates the evaluation of mail room staff through established criteria and performance standards to meet production and other standards.
• Coordinates and provides or seeks provisions of training for support staff within the bureau.
• Participates in the implementation of workloads, workflow, production deadlines, and assists staff in determining workload priorities to achieve maximum utilization of time.
• Employee opens and processes all incoming mail following all safety procedures. Including logging all courier packages and checks and ensuring that each piece of mail is properly placed in the correct section bin or delivered to the correct location. Utilize tracking system and trouble shoot any problems. Educate and make sure all mail room staff are following the proper procedures.
• Employee processes all outgoing mail, including USPS, UPS/FedEx and Inter-office, with any special handling procedures ensuring that all documentation is completed for tracking proposes.
• Properly placing the correct amount of postage on each piece of mail to ensure timely and cost-effective mail handling and delivery.
• Research and train staff in any new procedures.
• Employee provides guidance to all AG staff members regarding mailing procedures to include assigning UPS accounts. Inform supervisor of any concerns or issues that may arise including postal and shipping updates and closure information.
• Make sure all equipment is up to date, cared for and properly maintained.
• This includes ordering supplies and following all procedures for processing Purchasing and Finance documents properly.
• Make sure vehicle is maintained according to warranty, especially oil changes, and monthly reports are completed and submitted on a timely basis.
• Monitor vehicle use, proper parking, appointments for rides, fleet card use, binder and inspection forms are kept up to date.
• Participates and completes special projects as assigned by supervisor.

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED