Centralized Mail Specialist - #W1786 (Div. of Business Operations/Centralized Mail Operations Unit)
About The Position
The Centralized Mail Specialist supports the daily operations of the Division of Child Support Enforcement (DCSE) and Division of Business Operations (DBO). The role receives, prepares, researches, scans, images, and electronically distributes incoming mail and documents to the appropriate office, unit, staff member, or designated electronic mailbox. It reviews correspondence, identifies document types, uses iAPECS to research case information and determine appropriate routing, and escalates unclear or unresolved correspondence to Centralized Mail Operations (CMO) management. The position also supports outgoing DCSE mail operations by printing, preparing, and mailing correspondence generated through designated programs and centralized processes, including Family Engagement Services correspondence and Home Office Intergovernmental and Financial Response documents. It may update DCSE case information for outgoing mail processing and perform auxiliary functions such as mail forwarding, bankruptcy correspondence, Labcorp mail, one-page Applications for Service, and EFT correspondence. As a cross-trained CMO team member, the specialist handles shared operational responsibilities that include payment handling, document retention and purging, opening and closing the workroom, routine care of assigned equipment, shared mailbox coverage, and workload reporting in the Operations Management System (OMS). Staff may be assigned to incoming or outgoing functions according to workload and operational needs. The role supports accurate, timely, secure, and efficient mail and document processing and may require overtime based on operational needs. This is not a 100% telework position; limited telework may be available after initial position and agency training, subject to policy, business needs, and management discretion.
Requirements
- Experience scanning and imaging documents using office scanning equipment and related technology.
- Experience performing data entry with a high degree of accuracy and attention to detail.
- Experience handling and maintaining confidential and/or sensitive information in accordance with privacy and security standards.
- Attention to detail and ability to accurately review, organize, scan, classify, and process documents in a high-volume work environment.
- Knowledge of administrative and office procedures.
- Working knowledge of Microsoft Office applications, including Excel, Word, Outlook, and Teams.
- Skills using information systems and databases to enter, retrieve, maintain, research, and report information.
- Ability to review and interpret written information, identify document types, research information using electronic systems, and determine appropriate processing or routing based on established procedures.
- Ability to organize and prioritize work, maintain productivity and accuracy standards, and adjust assignments based on changing workload and operational needs.
- Ability to communicate effectively with internal staff and organizational partners about document processing, routing, and centralized mail operations.
- Ability to interpret, follow, and apply established policies, procedures, and workflows for centralized mail and document processing.
- Ability to work independently and collaboratively in a cross-trained team environment.
Nice To Haves
- Experience working in a high-volume mailroom, document-processing, or similar production environment.
- Experience using network-based document imaging, scanning, or records-management systems.
- Work experience with electronic mail machines and/or electronic certified mail procedures.
- Work experience in child support enforcement or an IV-A/IV-E environment.
Responsibilities
- Receive, prepare, research, scan, image, and electronically distribute incoming mail and documents to the appropriate office, unit, staff member, or designated electronic mailbox.
- Review correspondence, identify document types, research case information using iAPECS, determine appropriate routing, and escalate unclear or unresolved correspondence to CMO management.
- Print, prepare, and mail outgoing DCSE correspondence generated through designated programs and centralized processes, including FES correspondence and Home Office IGR documents.
- Update DCSE case information when required to complete outgoing mail processing.
- Perform auxiliary functions including mail forwarding, bankruptcy correspondence, Labcorp mail, one-page Applications for Service, and EFT correspondence.
- Handle payments; retain and purge documents; open and close the workroom; perform routine care of assigned equipment; cover shared mailboxes; and report workload in OMS.
- Work across incoming and outgoing functions as assigned based on workload and operational needs.
- Support accurate, timely, secure, and efficient centralized mail and document processing.
Benefits
- Health insurance
- Life insurance
- Pre-tax spending accounts
- State-funded short- and long-term disability
- Paid holidays
- Vacation
- Tuition assistance
- Free wellness programs
- State retirement plan with options for tax-deferred retirement savings, including employer matching
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
