MDC Admin Asst III

TX-HHSC-DSHS-DFPS • Austin, TX

2d • Onsite

About The Position

Performs complex (journey-level) administrative support for Health & Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management with moderate latitude for the use of initiative and independent judgment. Performing administrative support work involving disseminating information, preparing correspondence, creating reports, tracking data, and documents regarding State Office mail matters. Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies. This position trains and leads one or more mail office employees in the sorting and distribution of state mail. Develops, coordinates, and maintains record keeping and filing systems; coordinates meetings, conferences, and seminars as well as coordinates and schedule travel and appointments for professional staff as necessary. Position will create, maintain, and enter mail count information into databases and compiles data for charts, graphs, databases, summaries, or reports. This role may be assigned to enter purchasing requests (enter requisitions) in the CAPPS Financial system, and performs related work as assigned. This role will provide administrative support for the State Offices’ State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS).

Requirements

• Knowledge of office procedures; of spelling, punctuation, grammar, and arithmetic.
• Knowledge of United States Postal Service rules and regulations.
• Knowledge and ability to interpret guidelines, to develop, monitor and adhere to agency policies, standards.
• Skill organizing and recording files using Microsoft Windows Suites.
• Skill in the use of a computer and office equipment.
• Ability to prepare and maintain records.
• Ability to communicate effectively in a team environment and train others.
• Ability to read and understand rules, regulations, policies, and procedures.
• Ability to communicate effectively verbally and in writing.
• Ability to function effectively in a team environment.
• Ability to establish priorities in workloads.
• Ability to move/push or pull up to 15-100 pounds.
• Ability to implement administrative systems and procedures and to interpret rules, regulations, policies, and procedures.
• Valid Texas Drivers' License
• Experience in answering telephones, referring callers to appropriate staff, taking messages, and answering basic questions.
• Graduation from an accredited high school or GED.
• Experience in the use of standard office equipment and software including Word, PowerPoint, Excel, and Microsoft Outlook.
• Experience in maintaining and monitoring records and files, or logs, including electronic records.

Nice To Haves

• Experience handling, sorting, tracking, and distributing mail to stakeholders preferred.

Responsibilities

• Provides administrative support for Health & Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management.
• Provides training for current, newly hired, and temporary mail services employees
• Reviews, edits, and reconciles discrepancies in reports, purchase orders, correspondence, summaries, manuals, vouchers, journals, ledgers, requisitions, records, and other related forms.
• Documents and tracks mail counts, verifies, and performs data entry, creates manifests for receipt of courier shipments and other accountable mail items, to include Overnight Couriers and United States Postal Service Certified, Registered and Express mail using Microsoft Windows and Excel spreadsheet applications and/or vendor proprietary software.
• Communicates effectively in person, via email, and phone exchanging or verifying information, answering inquiries, addressing issues or concerns, resolve problems and/or complaints in person and on the telephone.
• Prepares outbound mail for USPS representatives and vendors. Consolidates, classifies, and prepares all classes of outbound mail for postage, adhering to current US Postal Service rates and fees.

Benefits

• Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.

What This Job Offers

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