MAIL ASSISTANT (TITLE 32)

Summary This National Guard position is for a MAIL ASSISTANT (TITLE 32), Position Description Number D1603000 and is part of the OR DCSIM, National Guard. Responsibilities As a MAIL ASSISTANT (TITLE 32), GS-0305-6, the purpose of this position is to perform varied mail operations, which includes receiving, sorting, opening, controlling, routing, distribution, delivery, pick up and dispatching of mail. Position serves as the senior Mail Assistant for the state. 1. 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. Serves as a mail distribution handler for incoming and outgoing distribution servicing in excess of 150 distinct units throughout the state. 3. 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 insure 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. 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. 4. 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. 5. 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. 6. Receives and reviews quarterly postage reports for remote site locations, reassembles into a consolidated report and forwards to the National Guard Bureau (NGB) semiannually. 7. 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. 8. Performs other duties as assigned. Requirements Conditions of Employment Qualifications Areas of Consideration: Area 1 - Current permanent and indefinite T32 technicians of the Oregon ARNG. Area 2 - Current permanent and indefinite T5 employees of the Oregon ARNG. Area 3 - Current service members in the Oregon ARNG. GENERAL and SPECIALIZED EXPERIENCE QUALIFICATION REQUIREMENTS: Work involves performing clerical work related to the processing of incoming or outgoing mail and the systematic arrangement of records for storage or reference purposes. File clerk duties involve the orderly processing of papers and performance of routine work supporting an office or organization. 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. Must have at least 1 year expereince equivalent to at least next lower grade level (GS-05). 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. Education Additional Information The following applies to Bargaining Unit Positions: Bargaining unit positions within the Oregon National Guard are represented by AFGE, local 2986 (AFL-CIO). If you are a male applicant who was born after 12/31/1959 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency (https://www.sss.gov/RegVer/wfRegistration.aspx).