Job summary

THIS IS A NATIONAL GUARD TITLE 5 EXCEPTED SERVICE POSITION This National Guard position is for a MAIL ASSISTANT (Title 5), Position Description Number T5055000 and is part of the AR ARNG DCSG6 DCSIM OFFICE HQ, National Guard.

Major duties

1. Serves as a mail distribution handler for incoming and outgoing distribution servicing in excess of 150 distinct units throughout the state. Operates electronic postal processing equipment for outgoing first class, priority, certified, registered, bulk or postcard mail with federal indicia on a daily basis. Ships packages by other commercial vendors as required to support mail missions. Electronically captures accounting data for management reports on numerous accounts via data inputs per parcel mailed or shipped. Maintains database of all addressees necessary for day-to-day operations for bar coding of all outgoing mail. Spot checks all outgoing mail to ensure authority, proper postage based on contents and weight, etc. Employs various postal and common carrier software applications for bar coding of parcels, processing parcels, manifesting, tracking parcels and expenditure/weight/number accounting. Provides advice and recommendations to the supervisor on new equipment and/or advances on the market and current equipment status for consideration of upgrades or replacements of current systems. 2. Maintains business mail licenses (Business Reply and Discount) with United States Postal Service (USPS). Uploads postage-by-phone as needed quarterly by electronic data transfer. Maintains record of daily transactions PS Form 3602-A in accordance with USPS requirements. Maintains required postal files in accordance with appropriate records management requirements. Processes and insures proper packaging of all outgoing classified mail. Receives, sorts, and routes incoming mail to distribution points by organizational designation, name, subject, distribution formula, etc. Responsible for following security procedures to safeguard mail, in accordance with current policies, procedures, and directives. Logs in all deliveries as accountable mail, notifies addressee, and insures signature upon pickup. Reads mail that is undesignated and determines proper routing by subject matter content. Receives, secures and maintains logs and controls for sensitive mail (e.g. registered, express mail, certified, overnight mail, etc.) and notifies intended recipient. Receives, sorts, and routes incoming distribution to addressees by organizational designation, name, subject, and distribution formula. Reads distribution that is undesignated and determines proper routing by subject. 3. Receives, registers, controls and safeguards incoming and outgoing classified mail up to and including Secret. Checks and certifies as to the presence of all material; contacts originator if discrepancies are found. Maintains logs and locates and accounts for material at any given time. Assigns control numbers, prepares control records and receipt forms, determines proper routing, delivers personally or through authorized personnel, and obtains receipt for material. Checks outgoing classified and unclassified mail to assure that all papers are properly marked and that addressing and packaging conform to security and postal regulations. Assigns control numbers as required and records all necessary information on outgoing classified mail. Maintains suspense file and initiates tracers and determines proper routing by subject matter content. 4. Receives and reviews quarterly postage reports for remote site locations, reassembles into a consolidated report and forwards to the National Guard Bureau (NGB) semiannually. Assists in the preparation of applications for licenses, permits and reports relative to the operations of the mailroom. Prepares and coordinates a roster of alternate mail clerks and trains them in required operations. Maintains reference library of pertinent regulations and publications of USPS and applicable Department of Defense (DoD) agencies. Maintains appropriate stock level of materials, supplies and furnishings to operate the mailroom and associated equipment. Performs other duties as assigned.

Requirements

Federal employment suitability as determined by a background investigation. May be required to successfully complete a probationary period. Participation in direct deposit is mandatory. Information Assurance Certification is a condition of employment. Per DoD 8570.01-M, the incumbent must achieve the appropriate IA certification within six months of assignment of these duties. Must be able to obtain/maintain appropriate security clearance This position is designated as Essential Personnel and may be subject to duty in preparation for, or in response to, a state emergency or disaster declaration. This designation will not exceed 14 calendar days per year unless otherwise approved in advance by the TAG.

Qualification

GENERAL EXPERIENCE: Experience, education, or training which indicates the candidate performed progressively responsible clerical, office, or other work that indicates ability to acquire the knowledge and skills needed to perform the duties of the position to be filled. Experience using computer and automation systems. SPECIALIZED EXPERIENCE: 1 year equivalent to at least next lower grade level; Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements

Evaluations

Once the announcement has closed, your resume and supporting documentation will be used to determine if you meet the qualifications listed on this announcement. If you are minimally qualified, your resume and supporting documentation will be compared to your responses on the assessment questionnaire to determine your level of experience. If you rate yourself higher than is supported by your application package, your responses may be adjusted and/or you may be excluded from consideration for this position. If you are found to be among the top qualified candidates, you will be referred to the selecting official for employment consideration. Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities, general and specialized experience): --Ability to analyze and route materials to 150 or more discrete organizational units that may have close or overlapping functions when the subject matter of the materials may not be clearly identifiable and may pertain to matters of a substantive nature (e.g., technical, scientific, or similarly specialized fields). --Knowledge of established postal laws, rules and regulations. Knowledge of one or more automated postal/common carrier databases to input, correct, maintain, update, track and retrieve required information. --Working knowledge of Coding Accuracy Support System (CASS)/ Presort Accuracy, Validation, and Evaluation (PAVE) programs certification requirements, and of USPS mail design requirements to ensure mail items meet correct size, shape, thickness and readability. Items not in compliance would be placed into a high-risk category that would indicate these pieces could be subject to increased postage rates (USPS design analysts are available to assist in this area), and requires immediate action. --Knowledge of USPS standards, policies and procedures in mail management, mail design, postal rates, various forms (customs, certified, registered, etc.), penalty postage, bar coding, return mail, permits, accountable mail, classified mail standards and requirements, etc, as well as commercial carrier standards, policies, procedures, contracts, computer tracking, tracking coding, insurance, and cost. --Knowledge of, and skill to operate a variety of computerized equipment to accomplish required tasks. --Knowledge of Internet access and skill to download and manipulate data to incorporate into preexisting database to support modification of existing forms, publications or programs. --Knowledge of UPS Worldwide Tracking Online - Tracking Software. --Knowledge of the characteristics of the computer equipment in assigned systems, and knowledge of pertinent equipment advances in order to suggest alternate equipment configurations for proposed systems. --Knowledge of computer equipment and support system software utilized in the office to provide information to others in establishing a streamlined administrative service operations center for mail (bar coding, tracking and presorting) and for digitally archiving records.