The work involves responsibility for the operation and supervision of a department's central stores and mail room services. An employee in this class assists in developing procedures for the effective and efficient distribution and pick up of interoffice mail, supplies and equipment, and postal materials as well as the development and implementation of a central stores program that will receive, store, inventory and disperse a variety of items needed to maintain operations of the department. The employee exercises independent judgment in the day-to-day operations of these areas; general supervision is received from an administrative supervisor in the development of operating procedures and in matters that are outside of these standard procedures. Supervision is exercised over a number of employees engaged in the ordering, stocking and dispensing of supplies in a central location and in the pickup and delivery of interoffice mail as well as pick up of United States mail for posting. Does related work as required.
TYPICAL WORK ACTIVITIES
Supervises and assists in the processing of receiving and transporting of supplies and equipment.
Supervises and assists in the processing and delivery of mail to ensure its proper and efficient processing and in the receiving, storing, inventory and disbursement of a variety of items.
Schedules the delivery of items received through central stores to the various user departments.
Answers questions and instructs staff with respect to mailing procedures and agency policies; interprets and applies U. S. Postal Service regulations.
Investigates complaints from user departments regarding mail service and/or items ordered; contacts vendors regarding problems with items received, orders that are not accurate, etc.
Submits documentation of received items to accounts payable with dates and amounts received.
Supervises the inventory of items in central stores; initiates reordering procedures for standard stock items.
Assists in the implementation, coordination and maintenance of a computerized inventory control and supply requisition system.
Prepares monthly and annual reports detailing the activities of the mail room, shipping and receiving and central stores activities; recommends and implements new procedures in these areas.
Supervises and assists in an annual physical inventory.
Oversees and instructs employees in the operation and maintenance of central receiving and mail room mechanical equipment and vehicles assigned to this area.
When Assigned to OCM BOCES
Develops routes for central mail delivery system to service buildings within 50 school districts and 4 BOCES.
Assesses emergency situations and makes alterations to delivery routes as needed.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Good knowledge of applicable rules, regulations and rates of the U. S. Postal Service and shipping services (common carrier, UPS).
Good knowledge of the practices and procedures of inventory maintenance and control, including computerized systems.
Good knowledge of the department and the locations of the units served.
Ability to develop, implement and maintain an inventory control system.
Ability to interpret and administer rules, regulations and procedures related to mail processing and delivery.
Ability to supervise employees.
Ability to maintain records and composes reports of moderate complexity.
Ability to operate a variety of equipment used in processing mail.
Ability to express ideas both orally and in writing.
A) Four (4) years of work experience, or its part time equivalent, in a mail room or mail distribution area, which must have involved the operation of mailing machines and the application of the rules and regulations of the U. S. Post Office, one (1) year of which must have been in a supervisory capacity; or,
B) Four (4) years of work experience, or its part time equivalent, in inventory control which must have involved requisitioning, receiving and storing materials and supplies, one (1) year of which must have been in a supervisory capacity; or,
C) An equivalent combination of experience as defined by the limits of (A) and (B).
SPECIAL NECESSARY REQUIREMENT
At time of appointment, possession of a valid New York State Non-CDL Class C driver’s license.