DPS - IOD

Job Description

PLEASE NOTE: All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

SUBMITTED THROUGH WORK IN TEXAS: Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. In order to complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile. Go to CAPPS Recruit to Sign In

GENERAL DESCRIPTION: Perform highly complex (senior-level) clerical work to process large volumes of incoming agency mail and outgoing packages and provide mail operations support. Work involves sorting and distributing a wide variety of incoming and outgoing mail; coordinating mail pick-up from various locations; overseeing the special handling of accountable mail; and maintaining records. Work under limited supervision with moderate latitude for the use of initiative and independent judgment.

The following Military Occupational Specialty codes are generally applicable to this position. Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

ESSENTIAL DUTIES / RESPONSIBILITIES:

1. Participate in the sorting, preparing, and processing of in-coming, inter-departmental, and outgoing mail, equipment, and supplies consisting of

confidential and time sensitive materials; ensure items have proper postage; ensure expenses are allocated to the proper budget account; and obtain

signatures for accountability or chain of custody purposes.

2. Participate in the processing of accountable mail and maintain records of certified, delivery confirmation, registered, insured, and overnight express mail

and items.

3. Assist the system administrator for the accountable mail and internet shipping programs including but not limited to adding, removing, or editing

departments and users; resetting passwords; and coordinating programming changes.

4. Process Ground and Next Day Air shipping of agency packages using various computer software programs; and maintain shipping supplies.

5. Assist in planning, developing, and implementing new processes and procedures; recommend changes to improve work flow efficiency, productivity,

customer service, or compliance with laws and regulations.

6. Assist in the monitoring of work flow, productivity, and quality control.

7. Assist with staff training, including but not limited to technical, operational, and cross-training.

8. Assist in the inspecting and training of possible suspicious or hazardous mail pieces.

9. Assist in preparing, reviewing, and maintaining a variety of daily, weekly, monthly, and annual records, reports, and correspondences.

10. Coordinate the use of alternate delivery vehicles in the event of extended maintenance or repair requirements.

11. Assist customers with postal questions and needs.

12. Operate various mail equipment including but not limited to mail metering, sorting, folding, stuffing, pallet jacks, tabbing, and mail hampers.

13. Set up mail machine equipment for individual runs; clear jams; analyze problems; minor repairs; and make arrangement for repairs and services.

14. Perform a variety of administrative and support tasks including but not limited to ensuring accurate deliver of supplies and documentation, and entering

counts, revisions, additions, and deletions in various databases.

15. Operate agency vehicles periodically to pick up or deliver mail and perform other activities.

16. Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.

17. Perform other duties as assigned.

Qualifications:

GENERAL QUALIFICATIONS and REQUIREMENTS:

Education - Graduation from a standard senior high school or the equivalent.

Experience - Minimum of two (2) years or more of work experience with general office, clerical, or administration with use of a personal computer and/or mail operations preferred but not required.

Licensure and/or Certification - If driving is required, must possess a valid driver license from state of residence.

Regulatory knowledge - Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures.

Mechanical Skills - Ability to learn operating procedures and the capabilities of assigned equipment. Safely drive a state vehicle.

Technology -Demonstrated proficiency with Microsoft Office and appropriate levels of proficiency with utilized software and systems (e.g. CAPPS, SharePoint) and be able to learn new software/systems.

Interpersonal Skills - Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers. Must demonstrate DPS' core values: Integrity, Excellence, Accountability, and Teamwork.

Organizational and Prioritization Skills - Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.

Presentation/Communication Skills - Must be able to construct and deliver clear, concise, and professional presentations and/or communications to a variety of audiences and/or individuals.

Research and Comprehension - Must demonstrate ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner.

Analytical Reasoning/Attention to Detail - Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.

Confidentiality and Protected Information - Must demonstrate an ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.

Safety - Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.

Schedule and/or Remote/Telecommuting work and/or Travel - Availability for after-hours and weekend work is required.

PHYSICAL and/or ENVIRONMENTAL DEMANDS:

The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Environment: Office/Indoors and/or Outdoors;

• Ambulatory skills, e.g. stand, walk, sit;

• Hand-eye coordination and arm/hand/finger dexterity;

• Ability to speak, hear, and exercise visual acuity;

• Ability to transfer weights of up to fifty (50) pounds anticipated for this position;

• Driving requirements: Occasional (up to 5%).

State of Texas Benefits and Retirement Information:

A DPS employee who is selected for a position in the same salary group and state title as their current position will be transferred with no salary change.

A DPS employee who is selected for a position in their current salary group with a new state title may receive an increase of no more than 3.4% over their current salary regardless of posted salary.

Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

DUE TO THE HIGH VOLUME OF APPLICATIONS WE DO NOT ACCEPT TELEPHONE CALLS. ONLY CANDIDATES SELECTED FOR INTERVIEW WILL BE CONTACTED.

State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.