Mailroom Clerk
Summary
| Title: | Mailroom Clerk |
|---|---|
| ID: | 1501 |
| Department: | Detention Center |
| Salary Range: | Starting Salary $33,414.00 |
Description
HERNANDO COUNTY SHERIFF’S OFFICE
AL NIENHUIS, SHERIFF
AL NIENHUIS, SHERIFF
JOB TITLE: MAIL ROOM CLERK
BUREAU: JUDICIAL SERVICES
SUPERVISED BY: SUPPORT SERGEANT
PAY GRADE: 06N CREATED:
FLSA STATUS: NON – EXEMPT REVISED: 8/16/2024
CHARACTERISTICS OF THE CLASS:
The Mail Room Clerk will follow correct procedures for handling and distribution of general correspondence between the inmate and their family, and other approved persons. The Mail Room clerk reports directly to the Support Services sergeant.
[NOTE]: These examples are intended only as illustrations of the various types of work performed. 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.
ESSENTIAL JOB FUNCTIONS:
A. Screening/processing of mail:
- Scrutinize incoming privileged mail, publications, and electronic correspondence for any violation of established guidelines.
- Determine whether the correspondence (incoming and outgoing) is properly addressed, and correct postage affixed.
- Conduct search of incoming mail for contraband.
- Distribute incoming privileged mail, publications, and electronic correspondence no later than 48 hours of receipt and processing.
- Return all packages received in the mail to the sender. Return all mail to sender if inmate is released.
- Process indigent mail.
- Process public defender legal mail to be distributed or returned.
- All outgoing mail is processed in a timely manner.
- Envelopes are sealed and postmarked with the correct date and postage amount.
- The postage meter date must be current. All postmarked mail is mailed on the metered date. Failure to present mail to the United States Postal Service with the correct day may result in its return.
- If the mail is deposited in the mail room the last schedule collection for the day, the postage meter is advanced to the next working day’s date (excluding weekends and holidays) to avoid possible cancellation delay.
- Correct improperly dated mail, re meter the mail with correct date and $0.00 on the reverse side of the envelope.
- Maintain the following logs:
- Indigent inmate postage log.
- Inmate incoming legal mail log.
- Mail arrival and distribution log.
- Postage machine log.
- Voter registration log.
- Weigh and stamp outgoing agency mail.
- Deliver inter-agency mail to designated areas in a timely (Sheriff’s Office, District One, Court House, etc.)
- Upon discovery of any contraband, notify the on-duty supervisor for verification of find, and initiate an incident report. Do no remove unknown contents or contraband from the area that may contaminate other parts of the facility.
- Always keep the mail room clean.
- Process incoming and outgoing mail at the Sheriff’s Office.
- Answer inmate request through MailGuard.
- Approve/decline pictures received through MailGuard.
- Inform supervisor when postage meter funds need to be replenished.
- Perform additional duties as directed.
QUALIFICATIONS:
A. Training and Experience
- High school diploma, GED or equivalent supplemented by two years of responsible clerical experience, law enforcement related field preferred.
- Possess valid FL driver license.
B. Knowledge, Skills, and Abilities
- Knowledge of general office practices and procedures.
- Ability to work quickly and accurately without constant supervision.
- Knowledge of business English, spelling, and arithmetic.
- Ability to handle confidential matters without compromising confidentiality.
- Ability to operate standard office equipment such as typewriter, copy machine and computer terminal.
- Ability to type a minimum of 35 words per minute.
- Ability to communicate orally.
- Ability to access, input and retrieve information from a computer.
ESSENTIAL PHYSICAL SKILLS:
- Ability to sit or stand for long periods of time.
- Ability to walk unassisted.
- Acceptable eyesight (with or without correction)
- Acceptable hearing (with or without hearing aid)
- Ability to carry moderate weight items up to and including 50 pounds.
Equal Opportunity Employer
