Administrative Assistant IV - Mail Room Supervisor - Wainwright Unit (028079)

JOB SUMMARY

Performs highly complex administrative support work. Work involves providing and coordinating
administrative support including disseminating information; developing filing systems; preparing and
editing reports and documents; and supervising others. Works under limited supervision with
moderate latitude for the use of initiative and independent judgment.

ESSENTIAL FUNCTIONS

A. Participates in the planning and execution of mail room operations; interprets and disseminates
information concerning mailroom policies and procedures; inspects and distributes inmate
correspondence, publications, books, and packages; and maintains records and files of inmate
correspondence and mail room activities.

B. Issues postage and writing materials to indigent inmates and maintains related records; reviews
and processes denials and handling of contraband; and responds to inmate questions,
complaints, and requests regarding correspondence.

C. Compiles and reviews data and prepares reports; performs data searches and retrieval of
inmate’s location and status; develops and maintains filing, record keeping, and records
retention; and maintains logs of inmate special, legal, and media mail.

D. Provides assistance answering and routing telephone calls and taking messages; and provides
liaison with the Mail System Coordinators Panel (MSCP) in interpreting correspondence rules.

E. Supervises the work of mail room administrative support and technical program staff.

MINIMUM QUALIFICATIONS

A. Education, Experience, and Training

1. Graduation from an accredited senior high school or equivalent or GED.

2. Three years full-time, wage-earning customer service, clerical, administrative support,
technical program support, correctional unit operations, criminal justice, or mail room
operations experience. Fifteen semester hours from a college or university accredited by
an organization recognized by the Council for Higher Education Accreditation (CHEA) or by
the United States Department of Education (USDE) may be substituted for each six months
of experience.

3. Experience in the supervision of employees preferred.

Knowledge and Skills

1. Knowledge of the United States Postal Service regulations.

2. Knowledge of office practices and procedures.

3. Knowledge of correctional unit operations and mail room operations preferred.

4. Knowledge of policies, procedures, rules, and regulations relevant to inmate
correspondence preferred.

5. Knowledge of agency and departmental organizational structure, policies, procedures,
rules, and regulations preferred.

6. Skill to communicate ideas and instructions clearly and concisely.

7. Skill to coordinate with other staff, departments, officials, agencies, organizations, and the
public.

8. Skill to interpret and apply rules, regulations, policies, and procedures.

9. Skill to prepare and maintain accurate records, files, and reports.

10. Skill to supervise others.

11. Skill to interpret and translate Spanish to English and English to Spanish preferred.

ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION

A. Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend
repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze,
alphabetize, lift and carry 15-44 lbs., perceive depth, operate a motor vehicle, and operate motor
equipment.

B. Conditions include working inside, working around machines with moving parts and moving
objects, radiant and electrical energy, working closely with others, working alone, working
protracted or irregular hours, and traveling by car, van, bus, and airplane.

C. Equipment (machines, tools, devices) used in performing only the essential functions include
computer and related equipment, calculator, copier, fax machine, telephone, cart, dolly, and
automobile.

Please note that applications submitted via handwritten forms, email, mail, or fax will not be accepted. Your job application must be completely filled out and include all employment, do not limit employment to the past 10-15 years. Your application must contain complete job histories, which include job titles, name of employer, dates of employment, supervisor’s name and phone number, and a description of duties performed, and whether it was full-time or part-time and hours per week. If any of this information is not provided, your application may be rejected as incomplete

If you are scheduled for an interview and require any reasonable accommodation in our interview process, please inform the hiring representative who contacts you to schedule your interview. Whenever possible, please give the hiring representative sufficient time to consider and respond to your request.

Only candidates selected for an interview will be contacted.

*Outside applicants will be required to submit to pre-employment drug testing as a condition of employment. *

Questions regarding this posting may be directed to:

Shelbie Morrow
Human Resources Headquarters
2 Financial Plaza, STE 600
Huntsville, TX 77340
PH (936) 437-4106
EMAIL hr.selectionsteam3@tdcj.texas.gov

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.

Military Crosswalk Guide - Prepared by the State Auditor's Office

The State of Texas is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. You may make copies of this application and enter different position titles, but each copy must be signed. Resumes will not be accepted in lieu of applications, unless specifically stated in the job vacancy notice.