Manager-881 (Mail Services)

Hillsborough Clerk of Court & Comptroller•Tampa, FL

4d•Onsite

About The Position

Under general direction, this position manages the operations of an assigned functional area, focusing on administrative and operational functions for clerical, technical, and professional activities. The role ensures adherence to Federal, State, and local regulatory standards, evaluates workflow and productivity for efficient operations and resource allocation, and interprets and applies statutes, rules, policies, and procedures. Responsibilities include fiscal functions such as budgeting, collections, reconciliation, and cashiering; statewide mandated and statutorily required reporting; managing projects including new system implementations, enhancements, upgrades, training, and testing; and human resources functions such as hiring, performance management, employee training and development, disciplinary actions, and general 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.

Nice To Haves

Customer Commitment - Proactively seeks to understand the needs of our customers and provide the highest standards of service
Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve
Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations
Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals

Responsibilities

Manage the operations of an assigned functional area.
Ensure adherence to and compliance with established Federal, State, and local regulatory standards.
Evaluate and monitor workflow and productivity to establish and ensure effective operations and efficient resource allocation.
Interpret, apply, and adhere to statutes, rules, policies, administrative orders, and procedures.
Perform fiscal functions including budgeting, collections, reconciliation, and cashiering.
Complete statewide mandated and statutorily required reporting functions and performance measure reports.
Manage projects including new system implementations, system enhancements/upgrades, and associated system training and testing at the department level.
Perform human resources functions including hiring, performance management, employee training and development, disciplinary actions, and general employee relations.
Create, process, and track monthly reports distributing money spent to each department, including tracking dollars and piece counts for budget review.
Manage the Enterprise Payment System (EPS) account through USPS.
Maintain required documentation and complete 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, with regard to vacations scheduled, 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.
Oversee equipment operation, maintenance, and repair.
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.