Administrative Assistant-Mailroom

POSITION TITLE:  Administrative Assistant – Mailroom at the Jail 

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

1. Provides administrative support in all functions of the Mailroom at the Nashua Street Jail; and
2. 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:

1.   Receives all mail sent to the Suffolk County Sheriff’s Department, Nashua Street Jail;

2.   Ensures proper disbursement of all administrative mail to the appropriate divisions of the Department;

3.   Processes all mail in accordance with current policies, procedures and standards of the Department;

4.   Searches all mail for contraband and reports findings to the Assistant Deputy Superintendent of Program Services;

5.   Processes, copies and records all inmate regular mail;     

6.   Processes, copies and records all inmate legal mail;

7.   Processes, copies, records and distributes all inmate monies received;

8.   Returns all mishandled mail;

9.   Reviews all inmate digital mail to ensure compliance with department policy

10. 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

11. Performs such other duties and assignments as the Sheriff or designee may request from time to time.

QUALIFICATIONS:

1. Must possess satisfactory verbal and written communication skills and know general office practices and procedures;
2. Ability to type and maintain accurate records and files;
3. Flexibility and ability to learn and perform new duties and skills as assigned;
4. Ability to interact with other staff and the public in a pleasant but discreet manner;
5. Must perform duties with a high degree of accuracy and confidentiality;
6. Working knowledge of all applicable mailroom rules, regulations, standards, policies and procedures preferred; and
7. 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:

1. Regular attendance;
2. Retrieve and properly handle all mail entering and exiting the facility;
3. Identify all mail addressed to former inmates of the institution and return mail to the  USPS as undeliverable;
4. Open all acceptable, non-inmate-legal mail and review envelope and contents for  contraband;
5. Sort, search, copy, and distribute mail throughout facility on a daily basis;
6. Identify, copy the envelope and record all inmate legal mail;
7. Train all employees who work in mailroom on proper policies and procedures;
8. Ensure all data entry performed is accurate and copying of files is complete;
9. Meet all required deadlines;
10. Maintain professional but cordial relations with USPS, coworkers, the public, and  outside agencies;
11. Utilize inmate management system to identify current housing units and cells for proper delivery of mail;
12. Review all inmate digital mail using the departments internet based communication platform
13. Deliver and receive packages and paperwork to/from Transportation;
14. Compliance with security procedures; and
15. Participation in mandatory training.

MINIMUM PHYSICAL REQUIREMENTS FOR ESSENTIAL FUNCTIONS:

1. sit or stand periodically for 8 hours;
2. lift up to 50 pounds;
3. carry up to 50 pounds;
4. sort mail;
5. view envelopes and contents;
6. view digital videos, picture, text;
7. climb stairs occasionally;
8. walk distances; and
9. write and type.