Print & Mail Administrative Assistant

Judicial Council of California - San Francisco, CA

Full-time
The Judicial Council of California is accepting applications for the position of Administrative Assistant for the Conference and Print Production office in the Mail, Archive and Print Services unit.

This position is part of the internal service organization known as the Mail Archive & Print Services (or MAPS) that is generally responsible for providing services related to print, bindery, mail processing and delivery, and digital and hardcopy records coordination. While cross-trained in several areas, this position is primarily devoted to in-coming and out-going mail and package processing and delivery, as well as bindery functions within the print shop. In addition, the incumbent will be responsible for the maintenance and safe operation of related equipment. The job exists to serve the related needs of the Judicial Council at commercial quality levels, at significantly reduced costs, and with greater flexibility and control.

The Judicial Council strives for work life balance and includes substantial vacation and holiday time. In addition, we offer an excellent benefits package including pension, medical, dental and vision coverage, flexible spending, $130 monthly stipend towards public transit commuting costs, and retirement savings plans. In San Francisco, the office is only a 7-minute walk from the Civic Center BART station in downtown San Francisco.

The successful candidate will be expected to work in the San Francisco office.
Responsibilities

Facilitates mail and package delivery and shipping. Picks up and delivers materials throughout the building for Judicial Council staff including paper, boxes, records, packages, shredding.
Sort and deliver incoming and outgoing internal and external mail for the Judicial Council.
Reconcile and verify weekly invoices from courier services and prepare for accounting to process.
Utilize various bindery equipment to finish print production projects including punch, drill, bind, saddle-stitch, cut, laminate, trim, collate, insert, fold and tapebind.
Performs print production duties such as convert files to print ready pdf., analyze files for print-ability and prepress success.
Import files and apply software affectations to create print ready running files.
Assist as print production operator as needed by utilizing various digital printers and various software to produce print projects.
Facilitate records management activities.
Digitizes documents by scanning hardcopies, review readability, and converts to pdf.
Occasionally deliver conference materials to off-site locations.
Occasionally deliver pool vehicles for routine maintenance and ad hoc service as needed.
Occasionally participates at off-site programs as needed, by driving cargo-laden vehicle and helping to facilitate materials movement/set-up.
Occasionally called upon to help provide local transportation by driving meeting participants to/from local hotel and/or airports.
Occasionally assist with fleet maintenance as needed by taking pool vehicles in for routine maintenance and service calls.
Attends and participates in monthly one on one meetings with supervisor, quarterly unit staff meetings, quarterly office All-Staff meetings, and other ad hoc meetings as required.
Attends training sessions and completes mandatory education training as required within each 2-year period.
Desired Qualifications
Two years of full-time work experience or one years’ experience working in a mail house facility, a mailroom, print shop, warehouse receiving operation or fulfillment center.
Knowledge of safe mail handling and shipping procedures.
Familiarity with Domestic Mail Manual (DMM), RIBBS, use of intelligent barcode, cass sorting and tabbing procedures of the USPS.
Familiarity with FedEx, UPS, Golden State and other courier services.
Knowledge of standard metrics used in the mailing/ receiving/ fulfillment industry.
Familiarity with packaging process/ procedures.
Knowledge of the safe operation of bindery equipment including paper cutters, folders, booklet-makers, drill press, laminators, pallet jacks, step-ladders, and other print and bindery equipment.
Proficiency in the use of specified computer applications such as Adobe Acrobat, Adobe Capture, Microsoft Word, Excel, Freeflow Makeready, Prisma Prepare, Oce Viewstation, Versatile Professional, core ftp and html.
Must be able to communicate effectively with departmental staff on a regular basis as part of a team.

Ability to:
understand and follow oral and written instructions.
multi-task, performing more than one duty at the same time, on a regular basis.
rapidly change direction to deal with shifting priorities and due times.
maintain calm and grace under pressure while communicating in a positive manner.
maintain accurate records of work performed.
perform detailed work accurately.
Working Conditions
Work in an area where incumbent may be on their feet the majority of the time.
Wear specified safety equipment; no open-toed shoes; no dangling jewelry.
Must be able to regularly lift/move one hundred pounds or more.
Frequent lifting, bending, turning, twisting, and carrying.
Must be able to work in an area where there is lots of dust.
Qualifications

High school diploma, GED, or equivalent and one (1) year of administrative/clerical experience.
Some positions may require proficiency on certain office machines.

Additional directly related experience and/or education may be substituted on a year-for-year basis.

LICENSING AND CERTIFICATIONS
Required for driving assignment: California Commercial Driver’s License with Passenger
Endorsements.

OTHER
Please note: if you are selected for hire, verification of employment eligibility or authorization to work in the United States will be required.
How To Apply

To ensure consideration of your application for the earliest round of interviews, please apply by 5:00 P.M. on September 27, 2019 This position requires the submission of our official application, a resume and a response to the supplemental questions.

To complete the online application, please click the Apply for Job button.

The Judicial Council provides reasonable accommodation to applicants with disabilities who request such accommodation. Reasonable accommodation needs should be requested through Human Resources at (415) 865-4260. Telecommunications Device for the Deaf (415) 865-4272.
Supplemental Questions

For Print & Mail Administrative Assistant JO# 5074

To better assess the qualifications of each applicant, we will review your responses to the following questions. Please indicate for which employer you performed these functions. Your answers should not exceed a total of three pages.

1. Do you have a current valid California driver's license?

2. What is your experience working in a mail room and/ or processing fulfillment?

3. Please describe your experience with print and bindery equipment. Name the equipment you are proficient with.

4. Describe how you prioritize and schedule your workload.

5. What new piece of equipment have you learned to operate in the last year? How proficient are you now working on it? What challenges have you overcome? How technical are you on the equipment?

6. What computer programs are you familiar with? What is your proficiency level? Provide an example of how you have used excel or access or word in a mailing operation. Describe your ideal work environment.

7. Please describe your experience with scanning and digitization. Name the equipment and software you are proficient with.

8. Please describe your experience with records management.
Pay and Benefits

$4,458 - $5,796 per month
(Starting Salary: $4,458 per month)

Some highlights of our benefits package include:
Health/Dental/Vision benefits program
13 paid holidays per calendar year
Choice of Annual Leave or Sick/Vacation Leave
1 personal holiday per year
$130 transit pass subsidy per month
CalPERS Retirement Plan
401(k) and 457 deferred compensation plans
Employee Assistance Program
Basic Life and AD&D Insurance
FlexElect Program
Pretax Parking
Long Term Disability Program (employee paid/optional)
Group Legal Plan (employee paid/optional)
Equal Employment Opportunity

The Judicial Council of California is an Equal Opportunity Employer.