Office Assistant (Mail Services)(Restricted)

Recruitment #1807-OACLKE-002

Introduction

The Clerk of the Circuit Court is looking for new members to join our team as part of one of the finest organizations in Hillsborough County. Employees of the Clerk of the Circuit Court provide quality service to our public.

As a member of our working team, you will occupy a position offering a unique challenge. You are, in effect, working both for your neighbors and yourself while constantly improving your community. You are a public employee performing essential services for the people of Hillsborough County. Our county’s citizens are affected by your on-the-job performance and their opinions of our organization are directly influenced by your conduct. Wherever you work in the Clerk’s organization, please keep in mind the trust that the people of Hillsborough County have placed in your hands. By meeting all of your responsibilities in the most efficient and courteous manner possible, you will find your efforts rewarding.
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Job opportunities are offered first to current Clerk of the Circuit Court Employees. If a Clerk employee is not selected, consideration will be then given to applicants outside of the office.

This office reserves the right to consider how your application is prepared. It will be considered only if it is written with clarity and contains the required transcripts, certificates and licenses or other specified documents.

IDEAL CANDIDATE PROFILE

The ideal candidate will possess:

  • Extensive customer service experience
  • Prior mail delivery and package sorting and distribution experience
  • Sound judgment in terms of prioritization of tasks and duties
  • Prior delivery vehicle experience

JOB OVERVIEW

The Office Assistant (Mail Services) position is responsible for sorting and distributing mail received from the U.S. Postal Service and other mail sources.
The incumbent in this position participates in the delivery of inter-office mail to a variety of offices and agencies throughout various locations within the office of the Clerk of the Circuit Court as well as to offices throughout Hillsborough County government.
This is a physically demanding position which also requires driving a van or a delivery vehicle to deliver and retrieve large volumes of mail and boxes.

MINIMUM QUALIFICATIONS

Graduation from high school or possession of a GED Certificate; and
One year of clerical experience to include proven organizational and sorting skills.

Please note: a current, valid Florida driver license is required for this position

TESTING REQUIREMENTS

A passing score on a general clerical exam.

JOB SPECIFIC COMPETENCIES

  • Some knowledge of general office practices and procedures.
  • Some knowledge of English grammar, punctuation and spelling.
  • Ability to maintain files and records.
  • Ability to prioritize work.
  • Ability to perform other clerical duties such as filing, answering the phone, and compiling figures for routine reports.
  • Ability to use general office equipment and to perform basic operations on data processing equipment.
  • Ability to type.
  • Ability to use a computer and related software.
  • Ability to retain location information.
  • Ability to interact positively with others and work as part of a team. 
  • Ability to perform job duties as a team member.
  • Ability to learn the operation of mail sorting equipment. 
  • Ability to meet deadlines and maintain schedules.
  • Ability to follow verbal and written instructions.
  • Ability to safely operate mailroom equipment.
  • Ability to successfully and efficiently utilize a computer.
  • Knowledge of County government offices.
  • Knowledge of safety practices and procedures.
  • Skill and prior experience in driving a motorized vehicle.
  • Skill at sorting and metering mail effectively and efficiently.
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  • REPRESENTATIVE DUTIES

    Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

    • Delivers mail and parcels to multiple locations to include handling and distribution of heavy items
    • Performs a variety of computer functions to include working in Microsoft Office programs including Excel, Word and Outlook
    • Operates a motor vehicle for the purpose of making mail deliveries throughout designated offices within Hillsborough County
    • Operates a variety of mailroom equipment and machines on a daily basis
    • Communicates with a variety of individuals throughout all County agencies and provides superior customer service both face to face and on the phone.
    • Displays outstanding interpersonal skills to both customers and to coworkers and teammates
    • Exhibits the utmost professionalism while serving customers and delivering mail and packages

    This classification description is not intended to be, nor should it be construed as an all inclusive list of the duties associated with a particular position. Management may require incumbents to perform job duties other than those contained in this document at any time.

    PHYSICAL REQUIREMENTS

    The Office Assistant (Mail Services) position requires a lot of physical activity. Below is an overview of the physical demands of this role:

    Walking: ability to walk approximately one mile per day (intermittently).
    Lifting: ability to lift trays of mail weighing up to 50 pounds from floor to waist
    Lifting: ability to lift boxes of reports/supplies weighing up to 50 pounds from floor to waist
    Standing: ability to stand for several hours while sorting mail with hands and arms at shoulder height
    Bending: ability to twist and turn during mail sorting process
    Driving vehicle: ability to drive a vehicle for up to six hours per day (intermittently)
    Pushing: ability to push hand truck loaded with boxes and/or mail buckets (weighing up to 50 pounds each) on a regular basis
    Pushing: ability to push convertible flatbed hand truck loaded with boxes and/or mail buckets (weighing up to 50 pounds each) that sometimes contain anywhere from 10 to 15 boxes at a time; an average total weight being pushed at any given time could reach up to 250 pounds
    Pushing: ability to push a loaded flatbed hand truck for a distance of up to two to three city blocks twice daily
    Pushing: ability to push mail cart weighing up to 250 pounds (when fully loaded) within a multi-floor building twice daily (County Center location assignment)
    Pushing: ability to push and maneuver a loaded cart for a distance of up to one mile per day inside building (County Center location assignment)
    Stretching, pulling, pushing: ability to load boxes into cargo van several times daily; boxes often weigh up to 50 pounds each

    Please also note:

    • Work is performed both indoors and outdoors and takes place in all types of weather conditions.
    • Operation of a motor vehicle for delivery purposes occurs in all types of weather conditions and is requirement for this position.
    • The noise level in the mailroom work environment is typically minimal.

    JOB SPECIFICATIONS

    *Please note: this is a restricted position*

    Conclusion

    VETERANS' PREFERENCE: Preference will ONLY be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation to support entitlement to preference MUST be provided at the time of application.

    RESPONSE/RECOVERY ACTIVITIES: Employees may be required to participate in response/recovery activities in response to a major emergency or natural disasters affecting County operations. In such situations, every effort will be made to maintain operations, but employees may be assigned to carry out response activities suited to their skills and capabilities.

    CLERK OF THE CIRCUIT COURT IS AN EQUAL OPPORTUNITY EMPLOYER

    The Clerk of the Circuit Court provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership or non-membership in an employee organization, or on the basis of personal favoritism or other non-merit factors.

    Clerk of the Circuit Court welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.