Administrative Assistant IV - Mail Room Supervisor - Ferguson Unit (028083)

Texas Department of Criminal Justice•Huntsville, TX

16d

About The Position

Performs highly complex administrative support work. Work involves providing and coordinating administrative support including disseminating information; developing filing systems; preparing and editing reports and documents; and supervising others. Works under limited supervision with moderate latitude for the use of initiative and independent judgment.

Requirements

Graduation from an accredited senior high school or equivalent or GED.
Three years full-time, wage-earning customer service, clerical, administrative support, technical program support, correctional unit operations, criminal justice, or mail room operations experience. Fifteen semester hours from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or by the United States Department of Education (USDE) may be substituted for each six months of experience.
Knowledge of the United States Postal Service regulations.
Knowledge of office practices and procedures.
Skill to communicate ideas and instructions clearly and concisely.
Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public.
Skill to interpret and apply rules, regulations, policies, and procedures.
Skill to prepare and maintain accurate records, files, and reports.

Nice To Haves

Experience in the supervision of employees preferred.
Knowledge of correctional unit operations and mail room operations preferred.
Knowledge of policies, procedures, rules, and regulations relevant to inmate correspondence preferred.
Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.
Skill to supervise others.
Skill to interpret and translate Spanish to English and English to Spanish preferred.

Responsibilities

Participates in the planning and execution of mail room operations
Interprets and disseminates information concerning mailroom policies and procedures
Inspects and distributes inmate correspondence, publications, books, and packages
Maintains records and files of inmate correspondence and mail room activities
Issues postage and writing materials to indigent inmates and maintains related records
Reviews and processes denials and handling of contraband
Responds to inmate questions, complaints, and requests regarding correspondence
Compiles and reviews data and prepares reports
Performs data searches and retrieval of inmate’s location and status
Develops and maintains filing, record keeping, and records retention
Maintains logs of inmate special, legal, and media mail
Provides assistance answering and routing telephone calls and taking messages
Provides liaison with the Mail System Coordinators Panel (MSCP) in interpreting correspondence rules
Supervises the work of mail room administrative support and technical program staff
Performs a variety of marginal duties not listed, to be determined and assigned as needed