Mail Materials Record Supervisor -Promotional

Position Information

THIS RECRUITMENT IS PROMOTIONAL ONLY. YOU MUST PRESENTLY BE A FULL- OR PART-TIME REGULAR OR PROBATIONARY COUNTY OF SONOMA, COMMUNITY DEVELOPMENT COMMISSION, SONOMA COUNTY FAIRGROUNDS, OR SONOMA COUNTY WATER AGENCY EMPLOYEE IN ORDER TO APPLY FOR THIS POSITION.

The Information Systems Department (ISD) has requested a county-wide promotional certification to fill a Mail Materials Record Supervisor position. Qualified County employees who wish to be considered for future positions should consider applying to this recruitment. This employment list may also be used to fill future full-time or part-time positions as they occur during the active status of the list.

About the Departmen t

The Information Systems Department (ISD) is responsible for providing leadership, support and coordination of technological efforts in most County departments. We offer quality support for individual employees, departments, and agencies in their delivery of efficient public services and products including systems that enhance transparency and public access. The office is comprised of four divisions that includes Administration, Information Management, Innovation, Systems and Programming, and Technical Services. The Records Center is part of the Innovation Services Division.

About the Position

The Mail Materials Records Supervisors in the Information Systems Department will oversee the operation of the Sonoma County Records Center, Information Systems Mailroom, and Courier Delivery Services. In this position, you will be responsible for training new and existing team members, and supervising the daily workload of staff. Additional responsibilities include:

• Maintaining accurate inventory of Records Center boxes and coordinating secure destruction and can include picking up heavy boxes
• Operating and arranging maintenance for specialized mail processing equipment, and ordering equipment supplies for the forklift, scissors lift, high volume barcode scanner, and mail meters
• Maintaining and updating the database of courier stops and plans routes
• Coordinating vehicle maintenance with Fleet Operations
• Serving as a primary point of contact with U.S. Post Office for rates and regulations, mail processing equipment vendors, and for coordinating software updates
• Maintaining accuracy of inventory of Records Center boxes and coordinating secure destruction through vendor, and statistics and reporting on mail pieces used in billing
• Securing the site through issuing keys, arming and disarming alarms, responding to notifications, and reviewing security camera footage
• Coordinates with Facility Operations and customer departments to permit access by courier staff

As an ideal candidate you will possess many of the following:

• Familiar with electronic document management concepts
• Demonstrated knowledge of safe materials handling practices
• Knowledgeable of US Postal Service regulations and rates
• The ability to engage in physically demanding work and shift gears quickly
• Excellent communication skills, with an emphasis on active listening, patience, being collaborative and approachable, and the desire to build effective, relationships
• Excellent problem-solving and organizational skills
• Intermediate Microsoft Office skills
• Possession of a defensive driver training certification is desirable but not required

Please note: This position will be required to have access to secure department facilities and/or view data or work with information systems for these departments. This requires that a more extensive “Security Clearance” be performed, after hire, by the Sonoma County Sheriff's Office. Successful completion of the probationary period will be contingent upon passing the security clearance, which includes a Live Scan fingerprint-based check of the California Department of Justice (DOJ) and Federal Bureau of Investigations (FBI) criminal records. If you are offered a position that requires a security clearance, the job offer letter will specify this as a condition of the probationary period.

Please refer to the Job Demands Analysis for the physical requirements of this position.

*Salary is negotiable within the established range. Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found in the Service Employees International Union Local 1021 Memorandum Of Understanding (SEIU MOU) and our Employee Benefits Directory .

The employment list established from this recruitment may be used to fill future positions as they occur during the active status of the list. Qualified County employees who wish to be considered for future positions should consider applying to this recruitment.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Minimum Qualifications

Experience and Education: Any combination of experience, training, and education that would likely provide for the knowledge and abilities listed. Normally, one year experience as a Mail, Materials & Records Handler II or similar work experience would provide this opportunity.

Experience using a variety of computer software programs related to US Postal Service, United Parcel Service requirements and records management is highly desirable.

Supervisory and/or lead experience is desirable.

Certification: Forklift Certification must be obtained within one year of appointment and recertified every 3 years thereafter in accordance with OSHA requirement 29 CFR 1910.178(l)(4)(iii).

License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.

Knowledge, Skills, and Abilities

Thorough knowledge of: the procedures and techniques of receiving, storing, issuing and delivering supplies, material and equipment; latest postal regulations and procedures for discounted mail; processing all types of USPS mail including generating reports submitted to the Post Office; processing UPS mail; operations of computerized barcorder-sorter; records management file procedures; the proper operating procedures of materials handling equipment including fork lifts, rolling safety ladders, electric scissors lift and other hand/mechanical equipment; safety rules, regulations and procedures related to receiving and storage activities and equipment; safety and security of cargo; the clerical and record keeping procedures related to receiving and storage activities and equipment; computer software operations related to USPS and UPS requirements and records center operations;

Working knowledge of: the supervision, evaluation and training of subordinate staff.

Ability to: Supervise, evaluate and train subordinate staff; follow and provide oral and written directions; rapidly and accurately process all types of postal mail using postal machines and high speed barcoder-sorter; use computer software to generate reports; assign courier routes and personally cover those routes as required; accurately and neatly complete forms and records; perform routine arithmetic calculations; acquire a considerable knowledge of the materials, supplies and equipment handled by the department; deal courteously with individuals contacted in the course of work and address any issues, concerns, and complaints received from County departments and outside customers; operate fork lifts, rolling safety ladders, electric scissors lift and other hand/mechanical equipment; operate cargo vans or UPS type step vans; perform tasks which require physical strength and agility; operate vehicles, machinery and equipment observing all safety policies and procedures; develop safety policies and procedures; read, write and speak English at the level required by the duties; maintain confidentiality and security particularly regarding records management activities.

Selection Procedure & Some Helpful Tips When Applying

• Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
• You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
• You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
• Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.

Please visit Getting a Job with the County of Sonoma to review more detailed information about the hiring process, including the application process, examination steps, and department selection process.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Responses to supplemental questions will be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state, "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.

The selection procedure will consist of the following examination:

An Application & Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Each applicant will be evaluated based on the following criteria:

• Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.

Candidates demonstrating possession of the minimum qualifications will be placed on an employment list in order of most qualified to least qualified based on the achieved score received in the Application & Supplemental Questionnaire Appraisal Examination which evaluates the education, training, experience, skills, knowledge, abilities, and other qualifications that you demonstrate in your application and/or response to the supplemental questionnaire. Please be aware that resumes and cover letters are not typically evaluated in the Application & Supplemental Questionnaire Appraisal Examination. Scores may be adjusted based on such factors as the number of candidates, anticipated vacancies, past practice, and natural breaks in the scores achieved by this group of candidates.

ADDITIONAL INFORMATION

A background investigation may be required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.

HOW TO APPLY

Applications are accepted online at www.yourpath2sonomacounty.org . Paper applications may be submitted by person, fax (707-565-3770), email, or through the mail. All applications and appropriate supplemental information as outlined in the job bulletin must be RECEIVED by the time and date specified on the first page of this job announcement. Applications received after the recruitment closes will not be accepted.

The County of Sonoma values diversity and is dedicated to creating a workplace environment that provides individuals with a sense of belonging. We are committed to having a diverse workforce that is representative of the communities we serve. The County is proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.

HR Analyst: CA
HR Technician: RR

IMPORTANT NOTE: Benefits described herein do not apply to Extra Help positions.

COUNTY OF SONOMA BENEFITS: GENERAL*

These are some of the excellent benefits the County offers:

Paid Time Off :Competitive vacation and sick leave accruals; 12 paid holidays, and an additional 8 floating holiday hours per year; and may be eligible for up to 8 weeks (320 hours) of Paid Parental Leave after 12 months of County employment.

Health Plan : Choose from nine health plans (three HMOs, three deductible HMOs, and three HSA-qualifying plans) with a generousCounty contribution to the premium (the contribution amount varies by bargaining unit). For more information, please see the appropriate MOU.

Retirement :Fully integrated with Social Security.For more information regarding eligibility, retirement contributions, and reciprocity with prior public service, please visit https://scretire.org/active-/-deferred/when-you-are-hired .

IRS 457 Plan : Pre-tax employee contribution up to the IRS annual maximum.

Retiree Medical :County contribution to a Health Reimbursement Arrangement to help fund post-retirement employee health insurance/benefits.

Student Loan Debt Relief :County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education.

Plus excellent dental, vision, disability, life insurance, professional development, and more.

For answers to specific questions regarding the employment process and more details about benefits or retirement, please contact Human Resources at (707) 565-2331.Additional details about benefit and compensation packages can be found in the MOUs located at https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources/divisions-and-units/employee-relations/labor-agreements-and-salary-resolution . For specific information about health and welfare benefits including plan options, coverage, and premium amounts go to https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources or, contact the Human Resources' Risk Management-Benefits Office at benefits@sonoma-county.org or (707) 565-2900.

*IMPORTANT NOTES: Benefits described herein do not represent a contract and may be changed without notice.

Closing Date/Time: 11/5/2024 11:59 PM Pacific

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• County of Sonoma

• 707-565-8059

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