Mail Management Specialist

Job Posting Title Mail Management Specialist Agency 640 SERVICE OKLAHOMA Supervisory Organization Service Oklahoma Job Posting End Date (Continuous if Blank) Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above. Estimated Appointment End Date (Continuous if Blank) Full/Part-Time Full time Job Type Regular Compensation The Service Oklahoma (SOK) mission is to ease the stress in navigating government services by providing a best-in-class customer experience. We are Oklahomans helping Oklahomans by providing driver license and motor vehicle services on behalf of the state. This position has an annual rate of $36,400, based on education and experience. The Service Oklahoma offers a generous benefits package, including a benefits allowance to off-set the costs of medical, dental, vision, life and disability insurance plans. The Service Oklahoma will match up to 7% towards an employee’s Defined Contribution retirement plan. Our employees receive 11 paid holidays, 15 days of paid annual leave, which increases with every 5 years of service, and 15 days of paid sick leave. Additionally, employees will receive longevity payments based on their years of service with the State of Oklahoma. Job Description AGENCY SUMMARY The Service Oklahoma (SOK) mission is to ease the stress in navigating government services by providing a best-in-class customer experience. We are Oklahomans helping Oklahomans by providing driver license and motor vehicle services on behalf of the state. POSITION SUMMARY The Central Processing Specialist will be responsible for various aspects of Service Oklahoma’s Central Processing Division including copying and printing, data entry, document processing, imaging, incoming and outgoing mail. POSITION RESPONSIBILITIES The job duties of this position may include responsibilities listed below. General Duties Notifies the Team Lead, Supervisor, Manager and/or Administrator of any potential problems, recommends alternate solutions and assists with training employees. Provides input for improvement of procedures, policies and inefficiencies Operates various equipment associated with inbound and outbound mail, including high-speed scanners, postage machines, and folder/inserters. Operates various equipment associated with inventory management including hand trucks, pallet jacks, and mail carts. Training new employees (Level III) Other duties as assigned. Copying and Printing Ensure the Onelink job stream has created Titles by checking the print queue each day after processing and before starting the print. Review and monitor the quality of all print jobs. Generate and complete the motor vehicle title accounting report. Serve as the backup operator for forms monitoring and ordering. Provide monthly mailout totals to agency personnel as requested. Monitor inventory supplies and inform Supervisor as required to prevent interruption of service. Data Entry Keys remittances and/or returns into various databases and software systems. Secures handling of all checks and documents while ensuring confidentiality of customer information. Balances imaged checks with documents accurately. Performs quality control checks on documents or images as required. Document Processing Sorts and reviews customer and Licensed Operator reports/documents and remittances to ensure the presence of all required information for processing. Prepares document batches for imaging, mailing, and data entry. Imaging Operates and provides daily maintenance of high-speed scanners. Reviews and corrects scanned images in processing modules. Researches accounts to ensure correct processing of documents and remittances. Verifies scanned images in Imaging Repositories and makes corrections when necessary. Incoming and Outgoing Mail Receives, sorts and opens mail received from post-office, curriers, and drop-offs. Distributes mail to other divisions. Operates various mail machinery including folder/inserter, opener, scale, scanner, and postage. Prepares various mailings including mass-mailing, certified mailing, packages and parcels. Mails all SOK letters and documents using mailing software with high-speed folder inserters. Works with vendor representatives to ensure timely and accurate mail-outs Maintains production schedules to ensure deadlines are met. Prepares production/statistical reports. Assists with tracking supplies. KNOWLEDGE, SKILLS, & ABILITIES Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior. Ability to work with sensitive materials and maintain confidentiality and appropriate discretion. Works effectively in team environment, participating and assisting their peers. Participates in the development and evaluation of program objectives and procedures. LEVEL DESCRIPTORS Specialist The Specialist is an entry-level position where employees are responsible for performing various routine duties related to Central Processing functions. Duties may include copying and printing, data entry, document processing, imaging, incoming and outgoing mail. Duties will vary according to the section in which the position is located and the needs of the Central Processing Division. Lead Specialist The Lead Specialist is an advance-level position where employees are assigned responsibilities as a lead worker or team leader. Duties include planning and coordinating work activities, training staff, and managing and creating scheduled reports. EDUCATION & EXPERIENCE Specialist An Associate’s Degree in any field OR two years of experience in a clerical office, mailroom, or a closely related field, OR equivalent combination of education and experience. Lead Specialist An Associate’s Degree in any field, PLUS one year of reporting or training experience, OR two years of experience in a clerical office, mailroom, or a closely related field PLUS one year of reporting or training experience, OR equivalent combination of education and experience. SPECIAL REQUIREMENTS The schedule for this position may require flexibility, including some weekends and overtime, based on the needs of the agency. This position is not eligible for telework. This position requires employees be able to stand up to eight hours a day and lift 10-50 pounds on a regular basis, with assistance as needed. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Equal Opportunity Employment The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability. Current State of Oklahoma employees must apply for open positions through their Workday account. Go to Careers app on WD home screen>Click on 'Find Jobs-Internal State of Oklahoma'. Oklahoma State Government is the largest employer in the state of Oklahoma, employing over 35,000 diverse and talented employees in more than 100 state agencies, boards and commissions. Our workplaces can be found across the state from Boise City to Idabel, Hollis to Miami, and everywhere in between. To learn more about our state agencies, visit here. Industries: Government Administration Worker Size: 10,001 Employees Headquarters: Oklahoma City, Oklahoma Utilizing the Office of Veterans Placement provides eligible veterans additional services and interview opportunities for State of Oklahoma employment. Visit the webpage for additional details and information on how to apply.