JOB SUMMARY
Under general direction, the purpose of the position is to manage the operations of an assigned functional area. Employees in this classification are responsible for administrative and operational functions for clerical, technical and professional activities and ensuring adherence to and compliance with established Federal, State, and local regulatory standards governing the assigned department. This position evaluates and monitors workflow and productivity to establish and ensure effective operations and efficient resource allocation. Employees are responsible for interpretation, application, and adherence to statutes, rules, policies, administrative orders and procedures; fiscal functions including budgeting, collections, reconciliation, and cashiering; statewide mandated and statutorily required reporting functions and performance measure reports; managing projects including new system implementations, system enhancements/upgrades and associated system training and testing at the department level; human resources functions including hiring, performance management, employee training and development, disciplinary actions, and general employee relations.
STARTING SALARY : $28.82 hourly/ $59,945.60 annually
CORE COMPETENCIES
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
JOB SPECIFIC COMPETENCIES
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.
REPRESENTATIVE DUTIES
Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.
Create, process, track the Monthly Report distributing money spent to each department. The report includes tracking dollars and piece counts for department to review their spending habits to assist with determining budget.
Manage the Enterprise Payment System (EPS) account through USPS.
Maintain required documentation and completes reports.
Maintains 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.
Microsoft Office (Word, Excel) training and assisting staff with document creation.
Assist staff with updating documents as budget codes are changing. Reviews and acts on administrative and operational matters.
Manage the day to day operations for the Mail Services Department, make adjustment to schedules, staffing or workload to ensure coverage of departmental duties and responsibilities.
Participates in performing the actual work of the unit and substitutes for subordinates as needed.
Ensure that each route is covered every day, with regard to vacations scheduled, employee call in, etc.
Process all mail delivered to the department on a daily basis.
Process all mail the 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
Coordinates with other branches/sections within own organization and external agencies/departments to ensure efficient flow of communication and services.
Provides 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.
Equipment inventory tracking (Includes 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 resolutions
Equipment operation, maintenance and repair
Microsoft Office (Word, Excel, Access and PowerPoint) training and assisting staff with document creation (formulas, macros, databases and other software design)
Supervises and provides guidance and training to staff and assigns, monitors, and reviews work, evaluates performances and initiates 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.
Participates in budget development by providing detailed justification and persuasive arguments for proposals or unit initiatives.
Provides consultation to customers on matters relating to functional area.
Determine when and what types of Metering Systems will need to be purchased for future use by Mail Services
Performs other duties as needed, including those performed by subordinate staff.
MINIMUM EDUCATION AND EXPERIENCE 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.)
Or
An equivalent combination of education, training and experience that would reasonably be expected to provide the job-specific competencies noted above.
CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS
None.
PHYSICAL DEMANDS
The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects; may also require crouching, manual dexterity, hearing, kneeling, lifting, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.
WORK ENVIRONMENT
Work is performed in a dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position. This position is fully on-site and requires regular presence in the office.
JOB CLASS
Unclassified – At-will Employees who serve at the pleasure of the Clerk and do not have appeal rights should they be demoted, suspended, or terminated.
CAREER PATH
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
