Job Details
Mail, Materials & Records Handler II
2024-10-28 County of Sonoma, CA Santa Rosa,CA
Description:
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 Division.
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.
What We Offer
Working at the County of Sonoma offers expansive opportunities for growth and development, the ability to be a part of a challenging and rewarding work environment, and the satisfaction of knowing you're working to better our communities. You can also look forward to flexible work arrangements and excellent benefits* including:
This recruitment is being conducted to fill a Mail, Materials & Records Handler II position in the Information Systems Department (ISD). This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) 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 I 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 desirable.
Experience driving a cargo van, step van, or similar vehicle 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
Working 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; of safety rules, regulations and procedures related to receiving and storage activities and equipment; the clerical and record keeping procedures related to receiving and storage activities and equipment; computer software operations related to USPS and UPS requirements.
Ability to: follow oral and written directions; rapidly and accurately process all types of mail using mail machines and high speed barcoder-sorter; use computer software to generate reports; memorize different courier routes; accurately and neatly complete forms and records; perform routine arithmetic calculations; acquire a working knowledge of the materials, supplies and equipment handled by the department; deal courteously with individuals contacted in the course of work; work effectively within a team; work independently and use sound judgment; 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; 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
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:
ADDITIONAL INFORMATION
A background investigation is 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 to determine the requirements for this position.
HOW TO APPLY
Applications are accepted online at Paper applications may be submitted by person, fax (707-###-####), 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 generous County 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
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 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) ###-####. Additional details about benefit and compensation packages can be found in the MOUs located at For specific information about health and welfare benefits including plan options, coverage, and premium amounts go to or, contact the Human Resources' Risk Management-Benefits Office at or (707) ###-####.
*IMPORTANT NOTES: Benefits described herein do not represent a contract and may be changed without notice.
01
How did you first learn about this opportunity?
02
Please indicate if you would also be interested in future part-time or extra-help (temporary, intermittent, or seasonal employment) positions should they become available. Check all that apply.
03
This eligible list may be used for future bilingual (English/Spanish) positions. Please indicate if you are interested in bilingual positions, and your level of proficiency.
04
This position requires a Forklift Certification obtained within one year of appointment and recertified every 3 years thereafter in accordance with OSHA requirement 29 CFR 1910.178(l)(4)(iii).Are you willing to obtain a Forklift Certification within one year of appointment?
05
For this question and all subsequent questions, please provide sufficient information to allow for a thorough evaluation of your qualifications. Responses to supplemental questions may be scored using specific criteria and may be reviewed by hiring managers.
Please describe your one or more years experience as a Mail, Materials & Records Handler I or similar work experience, highlighting relevant computer software used. For each position listed, include:
06
Please describe your experience handling multiple assignments and competing deadlines while working in a fast-paced environment. Specify the tools and techniques you used to manage your workload and how you ensured accuracy of your work.
07
Please provide an example of a challenging situation in which you exemplified excellent customer service. Detail your role, what challenges you faced, the actions you took that resulted in a positive outcome.
Required Question
Salary : $57,479.28 - $69,876.78 Annually
Location : Santa Rosa, CA
Job Type: Full-Time
Job Number: 24/10-0307-O
Department: Information Systems Department (ISD)
Opening Date: 10/18/2024
Closing Date: 11/6/2024 11:59 PM Pacific
Bargaining Unit: 05
Position Information
The County of Sonoma Information Systems Department (ISD) Records Management Division is currently seeking an organized individual to join their team as a Mail, Materials & Records Handler II!
Starting salary up to $33.48/hour ($69,876/year) and a competitive total compensation package!*
About the Position
As a Mail, Materials & Records Handler II, you will provide daily courier delivery, mail and materials processing and records retrieval services for Sonoma County departments and outside agencies. This position sorts and distributes courier mail and materials, and operates and maintains mail and barcode-sorter machines. You will, deliver and retrieve, envelopes, bags, tubs, and boxes, as well as file, transfer, store, and dispose of records. You will maintain the confidentiality and security of all records boxes and files stored at the Records Center. In addition you will drive cargo vans, operate fork-lifts, and electric scissor lifts, and use warehouse equipment.
The ideal candidate will have excellent customer service, and patience and possess many of the following:
- Experience with high volume mail room equipment including Pitney Bowes Mail Room Systems
- Experience handling confidential records, mail, parcels, and working in a warehouse
- Experience using computer software programs related to the US Postal Service and Parcel
Service requirements - Experience driving a cargo van
- Experience with Electronic Document Management Systems and scanning paper records
- Intermediate Microsoft Office skills
- Knowledge of US Postal Service regulations and rates, and electronic document management concepts
- Demonstrated ability in safe materials handling practices
- The ability to shift gears quickly and work in a fast-paced environment
- Strong communication and problem-solving skills
- A defensive driver training certificate is desired but not required
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 Division.
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.
What We Offer
Working at the County of Sonoma offers expansive opportunities for growth and development, the ability to be a part of a challenging and rewarding work environment, and the satisfaction of knowing you're working to better our communities. You can also look forward to flexible work arrangements and excellent benefits* including:
- Salary Advancement - A salary increase after 1,040 hours (6 months when working full-time) for good work performance; eligibility for a salary increase for good performance every year thereafter, until reaching the top of the salary range
- Paid Time Off - Competitive vacation and sick leave accruals, 12 paid holidays, and an additional 8 floating holiday hours per year
- County Paid Health Premium Contributions - 100% premium contribution for the majority of employee-only and employee + family health plan options
- Staff Development/Wellness Pay - Annual benefit allowances of up to $500 and ongoing education/training opportunities
- Post-Retirement Health Reimbursement Arrangement - County contributions to help fund post-retirement employee health insurance/benefits
- Retirement - A pension fully integrated with Social Security
- Paid Parental Leave - May be eligible for up to 8 weeks (320 hours) after 12 months of County employment
- Student Loan Debt Relief - County employees may be eligible for through the U.S. Department of Education
This recruitment is being conducted to fill a Mail, Materials & Records Handler II position in the Information Systems Department (ISD). This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) 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 I 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 desirable.
Experience driving a cargo van, step van, or similar vehicle 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
Working 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; of safety rules, regulations and procedures related to receiving and storage activities and equipment; the clerical and record keeping procedures related to receiving and storage activities and equipment; computer software operations related to USPS and UPS requirements.
Ability to: follow oral and written directions; rapidly and accurately process all types of mail using mail machines and high speed barcoder-sorter; use computer software to generate reports; memorize different courier routes; accurately and neatly complete forms and records; perform routine arithmetic calculations; acquire a working knowledge of the materials, supplies and equipment handled by the department; deal courteously with individuals contacted in the course of work; work effectively within a team; work independently and use sound judgment; 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; 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.
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.
ADDITIONAL INFORMATION
A background investigation is 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 to determine the requirements for this position.
HOW TO APPLY
Applications are accepted online at Paper applications may be submitted by person, fax (707-###-####), 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 generous County 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
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 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) ###-####. Additional details about benefit and compensation packages can be found in the MOUs located at For specific information about health and welfare benefits including plan options, coverage, and premium amounts go to or, contact the Human Resources' Risk Management-Benefits Office at or (707) ###-####.
*IMPORTANT NOTES: Benefits described herein do not represent a contract and may be changed without notice.
01
How did you first learn about this opportunity?
- Careers in Government
- College or University
- County of Sonoma Human Resources Office
- Craigslist
- DiversityJobs
- Employee of Sonoma County
- Glassdoor
- GovernmentJobs.com
- Handshake
- Indeed
- Job Fair
- Latino Service Providers
- Los Cien
- Press Democrat
- sonoma-county.org/www.yourpath2sonomacounty.org
- Start Here!
- X (Twitter)
- Veterans Services Office
- Women's Organization or Group
- Other Internet Site
- Other Publication
02
Please indicate if you would also be interested in future part-time or extra-help (temporary, intermittent, or seasonal employment) positions should they become available. Check all that apply.
- I would also like to be considered for future part-time positions
- I would also like to be considered for future extra-help positions
- I am only interested in full-time positions
03
This eligible list may be used for future bilingual (English/Spanish) positions. Please indicate if you are interested in bilingual positions, and your level of proficiency.
- Yes, I have basic (conversational) English/Spanish bilingual skills
- Yes, I have fluent (reading, writing, and conversational) English/Spanish bilingual skills
- No, I do not have English/Spanish bilingual skills, and/or I do not wish to be considered for a bilingual position
04
This position requires a Forklift Certification obtained within one year of appointment and recertified every 3 years thereafter in accordance with OSHA requirement 29 CFR 1910.178(l)(4)(iii).Are you willing to obtain a Forklift Certification within one year of appointment?
- Yes
- No
05
For this question and all subsequent questions, please provide sufficient information to allow for a thorough evaluation of your qualifications. Responses to supplemental questions may be scored using specific criteria and may be reviewed by hiring managers.
Please describe your one or more years experience as a Mail, Materials & Records Handler I or similar work experience, highlighting relevant computer software used. For each position listed, include:
- Job title
- Employer name
- Employment dates (mm/yy to mm/yy)
- A description of your primary duties
06
Please describe your experience handling multiple assignments and competing deadlines while working in a fast-paced environment. Specify the tools and techniques you used to manage your workload and how you ensured accuracy of your work.
07
Please provide an example of a challenging situation in which you exemplified excellent customer service. Detail your role, what challenges you faced, the actions you took that resulted in a positive outcome.
Required Question