Job description
The Mail and Imaging Services Representative will work as a team member of the Williamson Central Appraisal District’s Mail Services department. This is a non-exempt position that performs various mail, document, data entry/analysis, and other related projects and tasks to appraisal support per state requirements, the Texas Property Tax Code, and district policies and procedures.
Responsibilities
The duties required may include, but are not limited to the following:
· Sort outgoing mail (stamped mail vs. postage needed) and apply postage as needed
· Process certified mail per procedures and take to the post office
· Process mail-outs and deliver to the post office as needed
· Process parcels/packages and take to various shipping company stores as needed
· Go to Tax Office for mail pick-up and delivery when scheduled
· Receive and process postal mail, packages, and supplies from various carriers and supply companies
· Pick up hand delivered mail from box in Customer Service Department throughout the day
· Open delivered mail and sort per district policies and procedures with high accuracy and attention to detail
· Log and return and/or properly forward checks received
· Operate mailroom equipment by specified requirements to process mail
· Scan received documents per varied department requirements with precision output for visibility and record retention compliance
· Perform other imaging or data entry for other departments as needed
· Operate OCR reader software for qualifying forms
· Change and scan mailing address changes received with high accuracy
· Research returned mail and discern appropriate actions to maintain accurate address records
· Build formal appeals with highly accurate attention and output per district policy and procedures
· Process and distribute affidavits per district policies and procedures
· Manage documents for records retention uploading
· Process designated email inboxes according to various procedures
· Complete daily tracking of tasks performed
· Manage shred service company pick-ups and documents ready for destruction per records retention policies
· Coordinate with Customer Service manager and Business Services Department as postage approval is required for postage machine downloading or miscellaneous parcels
· Order postal supplies as needed and maintain envelope inventory levels
· Contact contract service technician for mailroom equipment maintenance/repairs
Skills
You will be successful in this role when you exhibit the following qualities:
· Must possess knowledge of computer operations and personal computers.
· Skilled in performing and in maintaining production and meeting deadlines.
· Must have knowledge of business English, spelling, and punctuation.
· Must be familiar with office practices and procedures.
· Must have attention to detail in proofreading material to ensure accuracy, completeness, and adherence to established formats.
· Must be able to accurately record and organize data.
· Must be able to operate a variety of office equipment.
· Good communication skills mandatory.
· Effective oral, written, and listening skills: ability to establish, develop and maintain effective working relationships with District employees and public.
· Adaptability and ability to work in a fast-paced environment and compliance with district policy and procedures.
· Must demonstrate a positive attitude and ability to maintain composure and think clearly when under extreme pressure.
Essential Physical Demands
Ability to work in a confined area for eight plus hours. Attendance at work on a daily basis, as scheduled. Continuous sitting or standing, twisting upper body, keyboard and personal computer mouse use, and eye contact with PC monitor. Carrying, pushing, and lifting up to 30 pounds.
Job Type: Full-time
Pay: $38,663.00 - $42,719.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
- High school or equivalent (Required)
Experience:
- Office: 1 year (Required)
Work Location: In person