Mail Room and Records Management Technician

Recruitment #220512-E16B-11

Introduction

Mail Room and Records Management Technician

The Oklahoma Department of Libraries (ODL) is now accepting applications for the position of Mail Room and Records Management Technician (Administrative Technician II, OMES Job Description E16B) in Administration at the State Library in Oklahoma City, OK. Salary is $2,383.33 monthly, $28,600 annually. A full suite of benefits is provided including health, dental, life and disability insurance; 15 days of annual leave per year, increasing after five, ten and twenty years of employment; 15 sick leave days per year; 11 observed holidays; and a lump sum longevity payment after 2 years of service that increases every two years.

Job Summary:
Under the direction of the Business Manager, the Mail Room and Records Management Technician holds primary responsibility for receiving, documenting, and distributing incoming and outgoing mail and providing general support to the agency. Under the direction of the Business Manager, the Technician monitors the balance of the postage account and reloads the postage meter, monitors levels of agency supplies and makes recommendations for purchase to the Business Manager, and assists with agency inventory management. The Technician also supports the Archives and Records Management division at the State Records Center and Records Center Annex and other agency projects.

Job Duties:
• Operate the postage meter, process and weigh outgoing mail; follow prescribed instructions to prepare mailings for shipment and packets for distribution; open, sort, distribute, collect, and deliver agency mail
• Maintain a variety of records such as perpetual inventories of supplies and materials, and statements of expenditures; reconcile departmental records with central records; prepare correspondence, forms and reports.
• Initiate and handle correspondence relating to a special field or program in regards to agency or program rules, policies, procedures, or requirements.
• Perform a variety of sorting and filing tasks; answers the phone, take messages, and disseminate information; perform a number of tasks such as posting and recording data.
• Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create complex presentations.
• Enter and retrieve information using personal computer or other data processing equipment, and receive and review coded and uncoded source documents; proof previously entered data and make routine corrections.
• Examine, check, and verify reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and follow up on discrepancies.
• Maintain an inventory of equipment and supplies used in office or shop operations; receive or deliver materials and equipment.
• Assist customers in securing needed information and documents; conduct interviews to obtain information from clients; provides transportation or other assistance to clients as required.
• Provide support for agency projects by setting up for meetings; loads, transports, and unloads program supplies; moves agency assets and supplies to appropriate locations.
• Assist with the preparation of the daily deposit, including taking deposit to the bank.
• Secure the agency’s fleet vehicles and schedules maintenance as needed.
• Support the State Archives: Provide customer service by retrieving and refiling agency records requested by agency staff and customers; Provide support for transfers of agency records to the State Records center and for destruction of agency records by processing, shelving, and retrieving records storage boxes; Create and edit digital images of print publications for inclusion in online digital collections.

Knowledge and Skills:
• Knowledge of office methods and procedures.
• Knowledge of grammar, punctuation, spelling, mathematics, and basic bookkeeping procedures.
• Skill is required to operate office machines including computers/PCs.
• Ability is required to follow oral and written instructions.
• Ability is required to establish and maintain effective working relationships with others.
• Knowledge of preparing and interpreting charts and graphs.
• Knowledge of inventory techniques.
• Knowledge of telephone procedures of standard business communications.
• Ability is required to establish and maintain filing systems and to prepare documents.
• Ability to handle confidential work.
• Ability to interpret and handle routine matters in accordance with agency policy.
• Ability to communicate effectively with people of various ages, backgrounds, and educational levels.
• Ability to climb ladders, lift and carry records storage boxes weighing up to 40 pounds.

This position is administered under the Civil Service Rules established by the Civil Service and Human Capital Modernization Act. The Human Capital Management Division of the Office of Management and Enterprise Services must certify all applicants as eligible for this position. The Oklahoma Department of Libraries is an Equal Opportunity Employer.

MINIMUM QUALIFICATIONS

• Education and experience requirements at this level consist of one year of clerical office experience or an equivalent combination of education and experience.

Preferred Qualifications:
• Knowledge of and experience with mail room operations and postage rates and regulations.

Special Requirements:
• This position is routinely required to be able to safely climb ladders, move/transport heavy items, such as records storage boxes weighing 40 pounds, should possess a valid driver’s license, and have the ability to drive agency vehicles.

NOTES

Please read instructions carefully and include all required documents when you submit your application.

No additional information will be accepted after the application has been submitted.