Overview
Administrative Clerk Jobs in Jacksonville, FL at Hall Booth Smith, P.C.
Date: Apr 11, 2025
Location: AUSTIN, TX
Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.
Functional Title: Administrative Asst II
Job Title: Administrative Asst II
Agency: Health & Human Services Comm
Department: Consolidated Mail Staff
Posting Number: 4549
Closing Date: 04/25/2025
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Group: TEXAS-A-11
Salary Range: $2,694.33 – $2,694.33
Shift: Day
Additional Shift:
Telework: Not Eligible for Telework
Travel: Up to 25%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: AUSTIN
Job Location Address: 701 W 51ST ST
Other Locations:
MOS Codes:
0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN
YN,YNS
Brief Job Description:
Performs routine (journey-level) administrative support for Health & Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management. Performing administrative support work involving disseminating information, preparing correspondence, creating reports and documents regarding State Office mail matters. Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies. This role will provide administrative support for the State Offices’ State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS).
This position trains and leads one or more mail office employees in the sorting and distribution of state mail. Develops, coordinates, and maintains record keeping and filing systems. Processing inbound and outbound mail using Microsoft Windows software and various high speed/production mail equipment. Ensuring daily collection of mail from the United States Postal Service USPS station is completed in a timely manner. Assign sorting, distribution, and delivery tasks to mail office staff. Assists managers with the coordinating, scheduling, and conducting mail services unit presentations. Disseminating USPS Rules & Regulations. Provides friendly knowledgeable customer service to all walk-in and telephone customers, exchanging or verity information, answering inquiries, addressing issues, or resolving problems and/or complaints. Coordinates, and schedules periodic maintenance or repair of mail equipment and delivery vehicles with vendors. Prepares USPS Certified, Express, and other accountable mail for shipment. Documents all inbound Overnight courier and USPS tracking information on a manifest to establish a chain of custody. Develops and maintains files, updating as necessary and making changes as appropriate. Assists State Office Mail Services Accounting Program Specialist by gathering data for input into postage summary reports, and vehicle mileage reports. Works under moderate supervision with limited latitude for the use of initiative and independent judgment. Work involves providing administrative support and customer service to stakeholders. Prepares correspondences and disseminates updated Mail Services policy and processes as appropriate. Will maintain scheduling and event calendars of managers, supervisors, and team leads, including the shared calendar for staff time-off requests. Position coordinates frequently with leadership, regional staff, internal stakeholders on the administrative functions for all general mail processes and procedures. Provides friendly knowledgeable customer service to all walk-in and telephone customers, exchanging or verifying information, answering inquiries, addressing issues, or resolving problems and/or complaints. Coordinates, and schedules periodic maintenance or repair of mail equipment and delivery vehicles with Vendors. Prepares USPS Certified, Express, and other accountable mail for shipment. Documenting all inbound Overnight courier and USPS tracking information on a manifest to establish a chain of custody. Develops and maintains files, updating as necessary and making changes as appropriate. Uses Microsoft programs proficiently to complete and maintain records. Drives various State vehicles in the performance of regular duties. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.
Works with Mail Code Coordinator to ensure mail codes are up-to-date and changes are reflected correctly in the accountable mail tracking system. Works directly with Mail Services managers, supervisors, and team leads to ensure effective open communication with staff.
Essential Job Functions:
Administrative Support:
Provides administrative support for Health & Human Services State Office Mail Services programs, including General In-House Mail, Mail Distribution Centers, and Fleet Management. Performing administrative support work involving disseminating information, preparing correspondence, creating reports and documents regarding State Office mail matters. Will support and assist supervisors with plans for repairs, services, and reports on fleet vehicles. Will support and assist managers with maintaining office schedules and appointments. Will assist with internal mail delivery. Will arrange for the scheduling and transfer of surplus items. Performs backup office coverage duties. Will support managers and supervisors in onboarding new employees. Performs related work as assigned. Answers and routes phone calls, sorts, distributes, and routes mail, and maintains office supplies. This role will provide administrative support for the State Offices’ State Office Mail Services, Mail Distribution Centers, Fleet Management and General In-House Mail for Health and Human Services (HHS), Department of State Health Services (DSHS), and the Department of Family Protective Services (DFPS). 35%
Essential Job Function
Staff Development:
Provides training for current, newly hired, and temporary mail services employees, showing job tasks for the position and cross training to other mail office positions to facilitate backup capability. Ensures the collection of inbound mail from the US Post Office is completed daily, assigning sorting, and distributing tasks to employees and routing to appropriate mail bins. Delivering HHS State Office agencies mail twice daily. 10%
Filing and Reporting:
Reviews, edits, and reconciles discrepancies in reports, purchase orders, correspondence, summaries, manuals, vouchers, journals, ledgers, requisitions, records, and other related forms. Develops and keeps files. Updates these files regularly, making changes as appropriate. Prepares postage summary reports for HHSC Mail Services accountant, maintaining accurate logs. Maintains an organized filing system. Uses computer programs i.e., Excel and Word proficiently to complete and maintain ongoing records and postage expenditure reports. Maintains postage expenditure data for programs by inputting budget numbers in the remote accounting systems, using vendor proprietary software/hardware. 15%
Data entry and retrieval:
Documents, verifies, and performs data entry, creates manifests for receipt of courier shipments and other accountable mail items, to include Overnight Couriers and United States Postal Service Certified, Registered and Express mail using Microsoft Windows and Excel spreadsheet applications and/or vendor proprietary software. 15%
Mail processing:
Prepares outbound mail for USPS representatives and vendors. Consolidates, classifies, and prepares all classes of outbound mail for postage, adhering to current US Postal Service rates and fees. Will weigh and meter outbound 1st class mail using high production mailing equipment. Closes out and records accounting system and daily postage activity in logbook. Processes individual programs inbound Business Reply Mail, Express and Certified mail using Microsoft Windows applications. Uses copiers, scanners, and vendor proprietary software and equipment to document inbound accountable mail and overnight express courier mail to create an internal chain-of-custody and to capture customer signatures on portable handheld devices and copy manifest. 10%
Customer Service:
Communicates effectively in person, via email, and phone exchanging or verifying information, answering inquiries, addressing issues or concerns, resolve problems and/or complaints in person and on the telephone. Performs customer service duties by assisting the public and staff in filling out forms and provides information to internal and external customers via email or phone. 15%
Knowledge, Skills and Abilities:
Knowledge of office procedures; of spelling, punctuation, grammar, and arithmetic.
Knowledge and ability to interpret guidelines, to develop, monitor and adhere to agency policies, standards.
Knowledge of United States Postal Service rules and regulations.
Skill organizing and recording files using Microsoft Windows Suites. Skill in the use of a computer and office equipment.
Ability to prepare and maintain records.
Ability to communicate effectively in a team environment and train others.
Ability to read and understand rules, regulations, policies, and procedures.
Experience in communicating effectively verbally and in written correspendence as demostrated in State application.
Ability to function effectively in a team environment.
Ability to establish priorities in workloads.
Ability to move up to 15-35 pounds.
Registrations, Licensure or Certifications:
A valid driver’s license
Initial Screening:
Experience in answering telephones, referring callers to appropriate staff, taking messages, and answering basic questions.
Graduation from an accredited high school or GED.
Experience in the use of standard office equipment and software including Word, PowerPoint, Excel, and Microsoft Outlook.
Experience in maintaining and monitoring records and files, or logs, including electronic records.
Experience handling, sorting, tracking, and distributing mail to stakeholders preferred.
Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.
Active Duty, Military, Reservists, Guardsmen, and Veterans:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor’s Office – Job Descriptions.
ADA Accommodations:
In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Pre-Employment Checks and Work Eligibility:
Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form
Telework Disclaimer:
This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.
Nearest Major Market: Austin
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Title: Administrative Clerk
Company: Hall Booth Smith, P.C.
Location: Jacksonville, FL
