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 Sheriff's 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; and
• 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.
  
  

Required

Preferred

Job Industries

• Other