Comptroller- Statewide Mail Office Administrator

About the Division

Statewide Procurement Division connects vendors with state purchasers and contract opportunities, and help state and local government entities procure non-IT goods and services through easily accessible contracts that meet their needs.

General Description

The Comptroller's office is seeking a Statewide Mail Office Administrator in the Statewide Procurement Division. Administrative Assistant III performs journey-level administrative support and/or technical assistance work. Work involves providing administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. Administrative Assistant IV performs senior-level administrative, consultative services, and/or technical assistance work. Work involves metering, receiving, and outgoing mail transport operations; planning, developing, implementing, and maintaining the Statewide Mail program and providing consultative services and technical assistance to program staff and governmental agencies. Candidates may be hired at one of two levels depending on qualifications and experience.

Work Hours

8 a.m. to 5 p.m., Monday through Friday, 40 hours. Occasional weekend and/or early morning and/or late evening work may be required. Actual work hours may change based on business need. Must be able to work flexible hours during legislative sessions, state holidays, and skeleton staff days or as needed.

Pay

• Administrative Assistant III: $3,750.00-$4,000.00
• Administrative Assistant IV: $4,083.33-$4,416.67

Minimum Qualifications

• Graduation from an accredited high school or successful completion of the General Educational Development test (GED)
• 2-4 years of experience performing mail operations, delivery and/or courier service operating a delivery vehicle

Preferred Qualifications

• Experience with on-the-job use of USPS domestic mail manual rules and regulations
• Experience with delivery driving in the Austin and/or Travis County area
• Experience using Pitney-Bowes and/or Neopost Hasler metering machines
• Experience with delivery vehicle care
• Experience using a PC with Microsoft based products
• Experience working for a State or Local Government entity

Licenses and Certifications

Travel Percentage: 10-25%

A valid Texas (or state of residency) driver's license and a satisfactory driving record are a condition of employment. Applicants offered an interview must present the following documents at or before the interview: A state issued driving record for the last 36 months; valid Texas driver's license (or state of residency driver's license); and current proof of automobile insurance.

Responsibilities

Administrative Assistant III

• Serve as administrator for the business databases, monitors daily postage usage by agency, manages all agency postage accounts and provides monthly, annual, and ad hoc postage, volume and weight reports
• Provides customers with information and service to meet all inquiries, outgoing mail and other mail service requests
• Monitors correct postage rates, postage metered and prepare and submit forms and reports daily
• May develop or assist in development of procedures and train others and performs related work as assigned
• Identifies and resolves system and equipment problems and works with vendors as required

Administrative Assistant IV

• Assists with daily sorting, weighing and application of correct postage by mail class using high volume metering machines for outgoing customer agency mail
• Prepares and submits daily manifest forms
• Serves as administrator to the business database, monitors daily postage usage by agency, manages all agency postage accounts and provides monthly, annual, and ad hoc postage, volume and weight reports
• Develop procedures for all mail equipment and systems including DM metering machines, systems and equipment
• Identifies training needs, assists in developing training material, and trains and supports Statewide Mail Metering Team staff as required
• Trains and assists employees on all Statewide Mail equipment and systems
• Provides customers information and service to meet all inquiries, outgoing mail and other mail service requests
• Identifies and resolves system/equipment problems and works with vendors as required
• Drives an agency mail vehicle to pick up and deliver mail, warrants, certified and other mail to state agencies or working with Messenger Team members as directed
• Performs other duties as assigned

Benefits

The agency offers a strong benefits package including insurance, retirement plans, and a flexible work schedule.