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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00225961 |
Description Activated On: 7/20/2026 1:56:54 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position oversees and participates in the processing of all incoming and outgoing mail for the Department of Corrections (DOC) State Correctional Institution (SCI) Houtzdale. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. This position oversees and participates in the performance of the following duties in agreement with all applicable DOC policies, procedures, and guidelines, as well as, United States Postal Service rules and regulations. 40% Performs the full range of supervisory duties over subordinate staff. Manages and reviews work assignments to ensure timely and accurate completion. Establishes work plans and goals for the mailroom. Maintains and distributes routine reports regarding incoming/outgoing mail, postage usage, and related billings to inmate organizations, DOC, Wexford, Parole, CCC, etc. Provides training and support to subordinate and other staff. 15% Retrieves and sorts mail from the US Post Office. Coordinates the safe and timely delivery of admissible items with various institutional entities, such as libraries, chapels, activities departments, etc. Delivers publications, magazines, or packages by physically carrying or utilizing mailroom equipment, such as handcarts or dollies, to transport items to points of distribution. 15% Inspects, examines, and searches items, including, but not limited to: publications, magazines, or packages received through the US Postal Service, United Parcel Service, Federal Express, Dalsey Hillblom Lynn (international shipping and courier service), or other private shipping and/or courier services in an effort to detect and prevent illegal drugs, legal drugs, weapons, and other contraband from entering the facilities. Apprises supervisor of contraband detection, as well as, violations of DOC/US Postal regulations. 15% Coordinates the pick-up and preparation of outgoing mail. Processes certified letters. Weighs and meters letters and packages to ensure the appropriate postage is applied. Maintains a usage log of postage for audit purposes. 10% Responds timely to DC135A Inmate Request to Staff Member forms, as directed. Processes and maintains a log of all inmate property sent to the SCIs property office. Stays abreast of changes to policies and procedures which impact mail processing and delivery. Ensures records are maintained in accordance with governing regulations. 5% Performs other related duties. ESSENTIAL FUNCTIONS: 1. Supervise and evaluate the work of subordinate staff 2. Effectively communicate orally and in writing 3. Perform repetitive motions 4. Operate basic office equipment 5. Reach, bend, stoop, pull, push, kneel, lift, climb, and grasp 6. Maintain regular and reliable attendance 7. Establish and maintain effective working relationships 8. Attend and participate in all mandatory training and/or testing 9. Work overtime in compliance with provisions of the Collective Bargaining Agreement 10. Travel as required 11. Be mobile over all types of physical surfaces and levels 12. Be visually observant of environment 13. Hear and identify sounds (voices, whistle, buzzer, lock release, scuffling, sudden quiet) |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Determines appropriate rules and procedures to follow in performance of duties. Directly supervises four Mail Inspectors. This includes addressing problems, reviewing work, and providing general guidance to the Corrections Mail Inspectors in regard to the every day duties which must be performed. Develops performance standards and job descriptions for the Corrections Mail Inspectors. Completes six-month reviews and annual performance evaluations for the Corrections Mail Inspectors, and reviews job descriptions annually. Provides counseling and recommends disciplinary actions as needed and handles any matters related thereto. Maintains and approves leave records (annual, personal or sick) on these employees so as to provide adequate coverage of the Mailroom at all times. Follows all Department mail policies and procedures, rules and regulations. Keeps subordinates informed of any changes in policy. Must be able to communicate effectively with staff and inmates, both orally and in writing. Provides training and keeps Corrections Mail Inspectors up-to-date on the operation of all mail equipment. Assures that the Corrections Mail Inspectors receive the appropriate amount of training hours (including mandatory training). Must personally attend and complete the required training hours, which includes all mandatory training. Must be able to recognize problems, analyze the situation, and provide an appropriate solution. Participates in interviewing/selecting process whenever there is a mail inspector position vacant in the Mailroom. Attends all Incoming Publication Review Committee meetings and brings all publications/items held for review. Participates in the review process, recommends approval/disapproval per policy guidelines and ensures appropriate distribution of Incoming Publication Review Committee findings. Drives to and from post office to pick up and deliver mail. Performs physically demanding tasks such as lifting packages. Sorts incoming staff mail from inmate mail. Inspects incoming inmate packages for contraband. Utilizes all postal equipment, which includes utilizing mailing system, letter opener, and computer. Weighs, stamps, and prepares all outgoing mail for delivery to the post office daily. Works overtime, at any location, on any shift, given short notice based on operational necessities. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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