Job Description
Join to apply for the Administrative Assistant-Mailroom role at SUFFOLK COUNTY SHERIFF'S DEPARTMENT
Position Title: Administrative Assistant Mailroom at the Jail
General Statement Of Duties And Responsibilities
- Provides administrative support in all functions of the Mailroom at the Nashua Street Jail; and
- Performs related work and duties as required.
Supervision Received
Works under the direct supervision of the Assistant Deputy Superintendent of Program Services at the Jail.
Duties And Responsibilities
- Receives all mail sent to the Suffolk County Sheriffs Department, Nashua Street Jail;
- Ensures proper disbursement of all administrative mail to the appropriate divisions of the Department;
- Processes all mail in accordance with current policies, procedures and standards of the Department;
- Searches all mail for contraband and reports findings to the Assistant Deputy Superintendent of Program Services;
- Processes, copies and records all inmate regular mail;
- Processes, copies and records all inmate legal mail;
- Processes, copies, records and distributes all inmate monies received;
- Returns all mishandled mail;
- Reviews all inmate digital mail to ensure compliance with department policy;
- Responsible for ensuring that any and all employees who may be assigned to the Mailroom are properly apprised of mailroom policy, procedure and standards; and
- Performs such other duties and assignments as the Sheriff or designee may request from time to time.
Qualifications
- Must possess satisfactory verbal and written communication skills and know general office practices and procedures;
- Ability to type and maintain accurate records and files;
- Flexibility and ability to learn and perform new duties and skills as assigned;
- Ability to interact with other staff and the public in a pleasant but discreet manner;
- Must perform duties with a high degree of accuracy and confidentiality;
- Working knowledge of all applicable mailroom rules, regulations, standards, policies and procedures preferred;
- Must be a high school graduate with business or secretarial school training OR have lengthy prior work experience OR possess a combination of training and experience which provides the knowledge, skills and abilities to meet the duties and responsibilities described herein.
Essential Functions
- Regular attendance;
- Retrieve and properly handle all mail entering and exiting the facility;
- Identify all mail addressed to former inmates of the institution and return mail to the USPS as undeliverable;
- Open all acceptable, non-inmate-legal mail and review envelope and contents for contraband;
- Sort, search, copy, and distribute mail throughout facility on a daily basis;
- Identify, copy the envelope and record all inmate legal mail;
- Train all employees who work in mailroom on proper policies and procedures;
- Ensure all data entry performed is accurate and copying of files is complete;Meet all required deadlines;
- Maintain professional but cordial relations with USPS, coworkers, the public, and outside agencies;
- Utilize inmate management system to identify current housing units and cells for proper delivery of mail;
- Review all inmate digital mail using the departments internet based communication platform;
- Deliver and receive packages and paperwork to/from Transportation;
- Compliance with security procedures; and
- Participation in mandatory training.
Minimum Physical Requirements For Essential Functions
- sit or stand periodically for 8 hours;
- lift up to 50 pounds;
- carry up to 50 pounds;
- sort mail;
- view envelopes and contents;
- view digital videos, picture, text;
- climb stairs occasionally;
- walk distances; and
- write and type.
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Job Tags
Work experience placement, Work at office,