OFFICE ASSISTANT OPT 1 - Mailroom

Position Overview

Under general direction of the Central Printing Section Supervisor, serves as the Agency's mailroom coordinator, directing and scheduling all mail-messenger service within the Department. Maintains detailed records of expenditures by Division, Bureau, and Section on U.S. Mail and United Parcel shipments to the Department.

Job Responsibilities

40% 1. Serves as the Agency mailroom coordinator; Directs and schedules all mail-messenger service within the Department.
• Receives and sorts all incoming and outgoing mail including confidential files and correspondence and printed material for the Department.
• Makes deliveries/pickups for Firearms Services Bureau, Sex Offender Unit, Director's Office, Shared Services, and Comptroller's Office.
30% 2. Utilizes electronic postage equipment to weigh and apply proper postage for statewide, out-of state, and foreign mailings.
• Prepares and wraps packages for mailing.
• Picks up department payrolls from Comptroller's Office on a weekly basis and prepares them for mailing utilizing an envelope inserter.
20% 3. Maintains detailed records of expenditures by Division, Bureau, and Section on U.S. Mail and United Parcel shipments to the Department.
• Prepares fiscal reports daily, monthly, and yearly from postage machines determining usage by accounts and mail volume.
• Keeps records and reports on pre-sort mail.
• Provides information used to prepare annual operating budget for operating materials used by the mail room and United Parcel costs for the Department.
5% 4. Authorizes repairs and service work needed on all mail room equipment.
• Operates and drives Mail Room delivery van and two and four-wheel hand trucks.
• Lift and move trays weighing up to 70 pounds.
• Keeps up to date on state-of-the-art mail room equipment for possible future upgrades.
• Schedules oil changes and maintains adequate fuel level of mail delivery van.
• Reports mechanical malfunctions to supervisor.
5% 5. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerate above.

Minimum Requirements

Requires knowledge, skill and mental development equivalent to completion of high school and one year of related office experience.

Preferred Qualifications

1. One (1) year experience using grammar, spelling and punctuation.
2. One (1) year experience using basic mathematics.
3. One (1) year experience following oral and/or written instructions.
4. One (1) year experience operating various mail processing and record keeping equipment including personal computer, UPS computer, and postage machine and perform routine maintenance.

Conditions of Employment

1. Requires the ability to pass the Illinois State Police background investigation. 
2. Requires the ability to pass drug testing. 
3. Required to be fingerprinted. 
4. Requires a valid driver's license
5. Requires ability to lift upwards of 70lbs. 
6. Requires ability to operate 2-wheel and 4-wheel carts.