Manager-881 (Mail Services)

Hillsborough County•Tampa, FL

4d•Onsite

About The Position

Under general direction, this position manages the operations of an assigned functional area, specifically Mail Services. Employees are responsible for administrative and operational functions for clerical, technical, and professional activities, ensuring adherence to Federal, State, and local regulatory standards. This role evaluates and monitors workflow and productivity for effective operations and efficient resource allocation. Responsibilities include interpreting and applying statutes, rules, policies, and procedures; managing fiscal functions such as budgeting, collections, reconciliation, and cashiering; handling statewide mandated and statutorily required reporting; managing projects including new system implementations, upgrades, and training; and overseeing human resources functions such as hiring, performance management, employee training and development, disciplinary actions, and employee relations.

Requirements

Associate's degree and five (5) years of recent and relevant work experience, including performing personnel management duties (i.e. supervising, training, hiring, disciplinary action, counseling, performance evaluations, recommending transfer, promotion and employee separation).
An equivalent combination of education, training and experience that would reasonably be expected to provide the job-specific competencies noted above.
Knowledge of English grammar, spelling, arithmetic, and legal terminology.
Knowledge of the functions, services, procedures, and regulations of the assigned area and the ability to perform related specialized tasks.
Knowledge of and ability to implement policies and procedures related to records maintenance, retention, and destruction.
Knowledge of budgetary procedures and controls.
Knowledge of and ability to apply management principles.
Skill in basic project management and ability to multitask on projects while achieving goals.
Knowledge of and ability to interpret the laws, rules, Statutes, and regulations governing the Clerk’s Office.
Ability to use initiative and exercise sound judgment.
Ability to use various computer systems, software, and office equipment.
Ability to support, promote, and ensure alignment with the Clerk’s Strategic plan, goals, and vision.
Ability to effectively recruit, select, develop, retain, coach, counsel, and mentor competent staff.
Ability to demonstrate excellent communications skills to present oral and written comments and recommendations clearly and concisely and to interact with staff at all organizational levels and the public.
Ability to create solutions to problems using new methods and processes.
Ability to prepare and maintain records and reports.
Ability to schedule, assign, monitor, review, and evaluate the work of others.
Ability to serve as a strong team player demonstrating leadership skills and maintaining a positive work environment.
Ability to walk approximately one mile per day intermittently.
Ability to lift trays of mail weighing up to 50 pounds from floor to waist height.
Ability to lift buckets of mail weighing up to 50 pounds from floor to waist height.
Ability to lift boxes of reports/supplies weighing up to 50 pounds from floor to waist height.
Ability to stand for several hours sorting mail with hands and arms at shoulder height.
Ability to bend, twist, and turn during mail sorting process.
Ability to push hand trucks loaded with boxes/mail buckets weighing up to 50 pounds each - typically three or four boxes at a time.
Ability to push Convertible flatbed hand trucks loaded with boxes/mail buckets weighing up to 50 pounds each – typically six to eight boxes at a time; total weight being pushed or pulled could be up to 250 pounds.
Push a loaded flatbed hand truck approximately two – three blocks, twice a day.
Ability to push mail cart weighing up to 250 pounds when fully loaded within a multi-floor building twice a day.
Walking/pushing a loaded cart up to one mile per day inside a building.
Ability to load boxes into cargo van weighing up to 50 pounds each several times a day.

Responsibilities

Manage the Enterprise Payment System (EPS) account through USPS, maintaining required documentation and completing reports.
Maintain funds requested by individual departments for use at a later time (passports, stamps, metered envelopes).
Review invoices and request payment from Clerk’s Accounting for USPS, UPS, and FEDEX.
Provide Microsoft Office (Word, Excel) training and assist staff with document creation.
Assist staff with updating documents as budget codes are changing.
Review and act on administrative and operational matters.
Manage the day-to-day operations for the Mail Services Department, making adjustments to schedules, staffing, or workload to ensure coverage of departmental duties and responsibilities.
Participate in performing the actual work of the unit and substitute for subordinates as needed.
Ensure that each route is covered every day, accounting for vacations, employee call-ins, etc.
Process all mail delivered to the department on a daily basis.
Process all mail that needs to be folded, inserted, and metered using the large and small inserters and the folding machine.
Maintain inventory of mail supplies used by both CCC and BOCC departments.
Maintain supplies used in-house by the department for outgoing mail processing.
Supervise and coordinate workloads between outbound mail processing and incoming mail processing groups.
Assess staffing needs and identify shortfalls; interview, recruit, select, develop, and retain competent staff.
Coordinate with other branches/sections within own organization and external agencies/departments to ensure efficient flow of communication and services.
Provide a variety of administrative duties in support of the unit’s activities.
Implement goals, policies, procedures, and guidelines to ensure operational efficiency and effective administration of the unit.
Track equipment inventory, including creating and maintaining databases and reporting.
Create and update departmental procedures.
Compose and send e-mail and other correspondence to internal staff, vendors, and other departments and agencies.
Assist with administrative and operational issues resolution.
Provide Microsoft Office (Word, Excel, Access, and PowerPoint) training and assist staff with document creation (formulas, macros, databases, and other software design).
Supervise and provide guidance and training to staff, assign, monitor, and review work, evaluate performances, and initiate corrective action as needed.
Maintain, organize, and track supply inventory.
Advise and support other Clerk’s departments as needed.
Monitor status of allocated funds and control expenses.
Participate in budget development by providing detailed justification and persuasive arguments for proposals or unit initiatives.
Provide consultation to customers on matters relating to the functional area.
Determine when and what types of Metering Systems will need to be purchased for future use by Mail Services.
Perform other duties as needed, including those performed by subordinate staff.