Mail Distribution Admin (103784)

Employees Retirement System of Texas; Austin (TX); On-site; USD 36,000 - 54,000; Full time

Job summary

Employees Retirement System of Texas is seeking a Mail Distribution Admin to perform highly complex administrative and mail operations in the Operations Services Section of the Operations Support Division. The role involves creating graphs and charts in Excel, managing incoming and outgoing mail, and maintaining records, with supervision as needed.

Responsibilities include handling remittances, tracking mail, generating reports, and assisting with mailroom operations for ERS.

Qualifications

• Graduation from an accredited senior high school or equivalent, plus 60 semester hours of college credit.
• Qualifying experience beyond the minimum required may substitute for education.
• Four (4) years of experience performing clerical work, which includes experience maintaining files and records.
• One (1) year of mailroom experience, which may include handling large volumes of mail, making deliveries; using mailroom equipment (scales, labelers, inserters, form flow machines and other mailing equipment).
• Prefer experience in the mailroom of a state agency or similar delivery service.
• Prefer experience using Excel and Word.

Responsibilities

• Provides considerable administrative assistance to the section supervisor and division director, including creating graphs and charts.
• Opens, sorts, date stamps and distributes incoming mail, including remittances, to appropriate divisions in agency.
• Develops, coordinates, and maintains record keeping and filing system.
• Collects, monitors and maintains statistical data and assists in preparing reports pertaining to mailing volumes.
• Performs administrative duties as assigned.
• Answers phone and fields inquiries regarding incoming mail.
• Tracks lost mail in both the U.S. mail and interagency mail systems and keep customers informed on the current status.
• Assists in compiling and analyzing statistical data, in making calculations and in preparing reports.
• Assists with performing outgoing mail services for ERS: pick up and deliver mail to the U.S. Post Office; process outgoing mail, including mass mail outs and mail requiring special handling.
• Performs other duties as assigned including assisting others in Operations Support.

Education

High school graduation + 60 college hours

Tools

Excel

Word

Job description

Our mission is simply stated: ERS offers competitive benefits to enhance the lives of its members. Each team member across the agency contributes to our ongoing success. ERS is open for business five days a week, 8:00 am to 5:00 pm, to meet customers where they need us: in person, on the phone, in their communities, and online. ERS currently offers opportunities that include flexible work schedules.

ERS is seeking a Mail Distribution Admin to perform highly complex (senior-level) administrative and mail operations in the Operations Services Section of the Operations Support Division. Work involves creating and maintaining graphs, charts and documents using Excel and working extensively with email and coordinating calendar events for section. Processes and distributes incoming mail for the agency. Works under limited supervision, with moderate latitude for initiative and independent judgment. May occasionally receive instruction or assistance as new, unusual, or unique situations arise and assist others in performing higher-level work.

Essential Responsibilities include, but are not limited to

• Provides considerable administrative assistance to the section supervisor and division director, including creating graphs and charts.
• Opens, sorts, date stamps and distributes incoming mail, including remittances, to appropriate divisions in agency.
• Develops, coordinates, and maintains record keeping and filing system.
• Collects, monitors and maintains statistical data and assists in preparing reports pertaining to mailing volumes.
• Performs administrative duties as assigned.
• Answers phone and fields inquiries regarding incoming mail.
• Tracks lost mail in both the U.S. mail and interagency mail systems and keep customers informed on the current status.
• Assists in compiling and analyzing statistical data, in making calculations and in preparing reports.
• Assists with performing outgoing mail services for ERS: pick up and deliver mail to the U.S. Post Office; process outgoing mail, including mass mail outs and mail requiring special handling (e.g., express mail, hand delivery of Trustee mail and warrants).
• Performs other duties as assigned including assisting others in Operations Support.

Other Duties and Responsibilities

• Explains OS Policies and Procedures including mail regulations to ERS staff, as needed.
• Inspects and accept freight deliveries, as needed.
• Assists in training co-workers or temporary employees on job duties, as needed.
• Assists in the development of policies and procedures, as needed.
• May perform special services such as arranging auditorium for meetings, moving office furniture, equipment and supplies.
• May make deposits with the Comptroller of Public Accounts.
• May assume role of lead worker on certain work assignments.
• May operate the Neopost Inserter for annuitant payouts and single/multiple insert jobs.
• May distribute ERS publications; coordinate with other departments and state agencies and institutions of higher education to ensure materials reach customers.

Required Minimum Qualifications

Your application for employment must reflect how you meet each of the following minimum qualifications:

1. Graduation from an accredited senior high school or equivalent, plus 60 semester hours of college credit. Qualifying experience beyond the minimum required may substitute for education.

2. Four (4) years of experience performing clerical work, which includes experience maintaining files and records

3. One (1) year of mailroom experience, which may include handling large volumes of mail, making deliveries; using mailroom equipment (scales, labelers, inserters, form flow machines and other mailing equipment).

Preferred Qualifications

Your application for employment should reflect how you meet the following preferred qualifications:

4. Prefer experience in the mailroom of a state agency or similar delivery service.

5. Prefer experience using Excel and Word.

Additional information

Selected candidates may be required to complete a skills assessment to evaluate proficiency.

PLEASE NOTE

All submissions should contain complete job history entries, which includes job title, dates of employment, name of employer, and a description of duties performed as related to the position you are applying for. Resumes lacking sufficient detail, such as a summary of experience in lieu of progression of work history may not meet minimum qualifications.

Other Information: In accordance with state law, authorization for telework may not be awarded to an employee as a condition of hiring. As an agency process, new employees complete a 30 day fully onsite period before evaluation for a telework agreement. This position may require access to privileged, confidential, or sensitive data. ERS will conduct either a TXDPS or FBI criminal history check on all new hires. For more information about this policy inquiries can be made to [e-mail]. Please note: Internal applicants in the same salary group and classification as the posted position are eligible to receive an increase in salary where applicable up to the posted maximum.

ERS does not sponsor or assume sponsorship of an employment visa at any time

Military Occupational Specialty Codes

Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty (https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please contact Human Resources at [e-mail] with questions or for additional information.

Email: [e-mail]

Web: www.ers.texas.gov

Relay Texas TDD: [phone]

LinkedIn: https://www.linkedin.com/company/employees-retirement-system-of-texas/