Job summary
Seeking Administrative Assistant to perform complex administrative and mail operations workInvolves creating and maintaining documents using Word and ExcelWorks under the general direction of the Operations Services Supervisor
Job seniority: entry level
Responsibilities
• Prepares, edits, and distributes correspondence, reports, studies, forms, and documents.• Answers and routes phone calls; routes files and orders; and helps maintain agency office supplies.• Responds to inquiries explaining information concerning division procedures and processes.• Maintains filing systems, including records and information management.• Coordinates calendar events for division.• Opens, sorts, date stamps, and distributes incoming mail, including remittances, to appropriate divisions in the agency.• Creates, maintains, and enters information into the priority mail database.• Assists in processing outgoing mail services for ERS: picks up and delivers mail to the U.S. Post Office and performs mail runs within the agency.• Operates the Neopost inserter for annuitant payouts and single/multiple insert jobs.• Processes mass mailouts and mail requiring special handling (warrants, express mail, and hand delivery).• Inspects and accepts freight deliveries.• Operate scales, laminator, folder, postage machine, cutter, drill, spiral binder, and strapper.• Compiles materials for divisions within ERS for meetings and presentations.• Maintains tracking spreadsheet that tracks lost mail in both the U.S. mail and interagency mail systems and keep customers informed on the current status.• Distributes ERS publications; coordinate with other departments and state agencies and institutions of higher education to ensure materials reach customers.• Acts as courier and driver for agency including making deposits at the Comptroller of Public Accounts; also transports staff and materials to various meetings and events.• Performs special services such as arranging rooms for meetings, moving office furniture, equipment, and supplies.
Requirements
• Graduation for an accredited senior high school or equivalent, plus 60 semester hours of college credit.• Two (2) years' experience performing office practices and administrative procedures in a public or private agency.• Two (2) years' experience with Microsoft Excel creating spreadsheets; Microsoft Word formatting letters and documents; and Microsoft Outlook (or similar email software) performing email functions.
Key Skills Needed
• Proficient in using Microsoft Word, Excel, and Outlook• Strong organizational and time management skills• Ability to handle confidential information• Excellent communication and customer service skills• Valid Texas Driver's License
Benefits
• 401(k)• Dental insurance• Health insurance• Paid time off• Tuition reimbursement• Vision insurance
