MAIL ROOM SUPERVISOR 09010

(Competitive)

DISTINGUISHING FEATURES OF THE CLASS

 

The work involves responsibility for the management and supervision of a large central mailroom. Under the general supervision of an administrative supervisor, the work involves participating in and supervising subordinate staff in the processing and delivery of incoming and outgoing mail for a large number of departments. The mail and packages processed through the central mailroom include both inter-office and extra-office materials. An employee in this class is responsible for developing, implementing and modifying programs and procedures which will expedite an effective and quick distribution and pick up of postal material and seeking ways to maximize cost containment of this program. Review of mailroom procedures is performed through spot checks of subordinate staff and through complaints regarding mail delivery and pick up from the user departments as well as outside agencies. Supervision is exercised over a small number of Mail Room Clerks. Certain assignments made to employees in this class will require reasonable access to transportation to meet field work requirements made in the ordinary course of business in a timely and efficient manner. Does related work as required.

 

TYPICAL WORK ACTIVITIES

 

Supervises a small number of personnel engaged in the processing and delivery of mail to ensure its proper and efficient processing and delivery.

Answers questions and instructs with respect to mailing procedures and agency policies.

Interprets and applies United States Postal service regulations.

Oversees staff performance to ensure efficiency and accuracy of work.

Investigates user department complaints of poor service or problems of exorbitant mailing charges, taking appropriate action to remedy the situation and recommend to the user departments cost effective procedures to eliminate problems.

Monitors local mail costs through reports; recommends and implements new methods to further reduce expenditures.

Oversees and instructs new employees in the operation and maintenance of mailroom mechanical equipment associated with the rapid process of mail; operates and adjusts these machines as necessary.

Instructs employees in the inspection of mail items for complete addressing, type of postage, sealing, typing and packaging to withstand normal postal handling; insures employee awareness of mail pickup and delivery, areas and procedures in mail distribution to the postal system.

Maintains cost records and registers to monitor expenditures via spreadsheets and reports generated through computer software and trace mail issued.

 

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

 

Good knowledge of applicable rules, regulations and rates of the United States Postal Service and applicable departmental policies and procedures with respect to processing and delivering of mail.

Good knowledge of the organization and location of the units served.

Good knowledge of operation of mailing machines such as V-Sort, Pitney Bowes Mail processor and Kodak Barcode Printer.

Some knowledge of the principles and practices of supervision.

Ability to interpret and administer rules, regulations and procedures governing mail processing and delivery.

Ability to maintain records and prepare written reports.

Ability to operate and adjust a variety of equipment including but not limited to V-Sort, Pitney Bowes Mail processor and Kodak Barcode Printer

Ability to handle heavy objects such as mail bags.

Physical condition commensurate with the demands of the position.

 

MINIMUM QUALIFICATIONS

 

Promotion:

 

Two (2) years of permanent competitive status as a Mail Room Clerk.

 

 

 

 

 

Open Competitive:

 

Three (3) years of experience, or its part time equivalent, in a mailroom or a centralized mail distribution area, which must have involved the operation of mailing machines and the application of rules and regulations of the United States Postal Service in mailing letters and packages.

 

Update 10/2012