General Clerk 2 / Supervisor

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Position Summary:

Under the supervision of the Nobis Enterprises Program Manager, the Supervisor is responsible for non-personal administrative and mailroom support services. This position will be responsible for all or some of the following essential job functions and responsibilities based on the individual contract office needs.

Essential Job Functions and Responsibilities:

This position will ensure that customer issues are addressed and the management, direction, planning, training and other functions necessary for an effective mail and distribution service operation are performed based on the statement of work.

The Site Lead shall be able to fluently communicate in English to ensure the accuracy of the mail processing.

Act as a liaison to the designated COR on a daily basis.

The Site Lead shall identify the correct mail stop for courier delivered packages for acceptance and signature by the addressee i.e. the IRS customers or the recipient who accepts on behalf of the addressee.

The Site Lead is responsible for sorting mail by mail stop codes and/or organizational symbols for business unit pick-up of mail received within a set period of time detailed in the statement of work.

Maintain security management control over all government-furnished space.

Establish methods to ensure that all keys and electronic media are safeguarded and are not used by unauthorized personnel.

Establish, maintain and follow written procedures for security incidents, such as suspicious packages and mailroom security breaches that include the protocol for proper contacts and notification.

Responsible for coordination of time sheets, accident/injury reports, leave requests, and other reports as required by Nobis Enterprises’ policy.

Attend all Nobis Enterprises functions and supervisor training and meetings.

Must schedule work in an efficient and responsive manner, i.e., scheduling pickups, etc.

Supervise work and ensure that all materials and participants are in place to complete tasks.

Maintain inventory of supplies needed to perform all aspects of the job as outlined in the statement of work.

Must maintain an excellent attendance record.

Site Lead will be available during operation hours and will ensure that the facility is staffed daily as required.

The Site Lead will ensure that security procedures are constantly practiced.

The Nobis Site Lead will ensure that surveys and logs are completed on a daily and quarterly basis.

Other duties as assigned.

General Administrative Support:

Receive telephone calls and/or visitors and refer them to the appropriate person or office. Answer telephone by the third ring, correctly route callers, and take messages or forward to voice mail as appropriate.

Make repair calls for facilities and equipment, coordinating with contract office personnel.

Photocopy documents and other material in accordance with established office procedures.

File all documents in a timely and accurate manner, and in accordance with established office procedures.

Inventory Control:

Responsible for inventory control services for all office supplies, which will be conducted in two phases utilizing the start-up and follow-on procedures. Start-up procedures involve the performance of all tasks required to put an office supply stockroom management program into operation. Follow-on procedures include the performance of all tasks required to receive, store, issue, order and maintain inventory accountability for office supplies. Will assist in the completion of the annual inventory and prepare the Annual Inventory Report which will be delivered to the Administrative Officer no later than December 31 each year.

Equipment Maintenance:

Serve as point of contact for troubleshooting office equipment problems and coordinating maintenance/repair for equipment. Attempt to correct equipment performance problems before contacting outside sources for repairs. If unsuccessful in resolving the problems will contact vendor for repairs and problem resolution.

Mail Management:

Provide all services in accordance with Internal Revenue Manual 1.22, Mail and Transportation Handbook. The IRS has a direct accountability system for its outgoing United States Postal Service mail and packages.

Report metering errors as part of the monthly report.

Maintain a current list of locations, addresses, hours of operation, volumes of incoming and outgoing mail, number of mail stops and number of deliveries in the IRS field Mail Centers that are not self-service ONLY.

Receive and sort all incoming USPS mail and packages and count and maintain a log of each piece of mail.

Keep a log with the addressee or the recipient’s name accepting the package from the supply vendors for them to sign for the package.

Sort envelopes addressed for delivery within IRS for customer pick up.

Prepare all outgoing mail for dispatch into the USPS mainstream in accordance with USPS Regulations and guidelines and applicable IRS regulations and procedures.

Open and review unidentified returned USPS mail. Research mail as necessary.

Maintain a daily record of mail metering activity as well as recording data on the: Daily Record of Postage Meter Register Readings.

Notify the designated COR in writing of new USPS regulations and postage changes. Provide written recommendations and/or suggestions on how the IRS may save postage costs and procedures necessary to implement such techniques.

Sort, log and notify the addressee for registered, certified, return receipt, numbered, and insured mail within four (4) hours of receipt.

Maintain written procedures for security incidents, such as suspicious packages and mailroom security breaches.

Accountable Mail Handling:

Sign for, log in, date-stamp and notify the addressee of all incoming Federal Express, UPS, Airborne, DHL, and any other overnight mail courier shipments.

This position is responsible for all equipment provided by the current express mail or ground-shipping contractor. The Site Lead may request the required training for all personnel in the operation of the equipment.

This position is responsible for receive, record, safeguard and dispatch all accountable mail which requires signature(s) in accordance with USPS regulations and guidelines and applicable IRS regulations and procedures.

Maintain accountable mail logs which indicate the signature of IRS personnel who receive accountable mail and maintain a record on file in accordance with the USPS regulations.

Mail Stop Database Maintenance:

Maintain a computerized database of mail stops that include mail stop locations, room numbers, name of employee at each mail stop, and mail codes, i.e. organizations codes.

Provide an updated list of all mail stops by mail codes to the couriers and locations each quarter.

Initiate a survey once every four (4) month to be distributed at each mail stop.

Monthly Mail Report:

Prepare a comprehensive Monthly Mail Handling Report to the OFAR or Administrative designee no later than three (3) working days after the end of each month.

Reports:

Provide a monthly courier delivered packages report detailing all courier delivered packages when received.

Submit a report each quarter which updates the list of all mail stops by mail codes, to the couriers and locations for the previous quarter performance period to the designated COR.

Qualifications:

Mission driven, guided by core values and a pleasure to work with.

A demonstrated knowledge of Microsoft Office, Outlook, Word, Excel and PowerPoint

Knowledge of people with special needs and experience with DOL standards.

Experience with mail rooms operations is a plus.

Site Lead should have general understanding of OSHA, Base and State and Federal regulations.

All personal tax returns must be completed within the terms of law.

Must pass drug screen and background check.

Eligibility to work in the United States.

Education:

Associates Degree, or equivalent work experience.

Prior Experience Desirable:

Three to Five years’ experience in an office/mailroom and/or inventory control setting.

Special Skills/Abilities:

Interpersonal

High level of interpersonal skills required to develop and maintain effective working relationships with contract contacts and professionals.

Written Communications:

Strong written communication skills required maintaining quality documentation and effectively communicating with a broad range of individuals and agencies including individuals who do not process oral communication well.

Analytical:

Strong analytical skills needed to analyze various job tasks and develop strategies to train individuals in these tasks.

Oral Communications:

Strong organization skills needed to prioritize all aspects of contract operations.

Clearly communicates needs of job and advocates for self.

Ability to communicate and present information informally and formally.

Leadership:

Strong leadership qualities required to supervise employees and effectively interact with varying levels of site personnel.

Organizational:

Strong organizational skills needed to prioritize all aspects of contract operations.

Problem-Solving

Strong problem-solving skills required to develop strategies to overcome obstacles and problems.

Equipment

Will identify need for adaptive aids or modifications of equipment at work site. Use of a computer, printer, copier, fax and telephone.

Other Qualifications or Requirements:

Mental Effort:

Ability to work independently, set priorities, and coordinate all aspects of contract operations.

Ability to make judgment decisions in following established guidelines.

Physical Requirements:

Ability to stand and sit for long periods of time; ability to lift and move items up to 25 pounds without assistance.

Have a full range of motion in upper and lower body.

Be able to reach overhead.

Be able to work in various positions, including, but not limited to, stooping, standing, bending over, sitting, kneeling and squatting for extended periods of time.

Good hand dexterity.

Good eyesight.

Visual Effort:

Environment is a well-lighted facility requiring average amount of visual effort. Adaptable to driving conditions - vision correctable to 20/20.

Safety:

Follows all prescribed safety regulations to diminish accidents.

Understanding of OSHA safety requirements.

Knowledge of evacuation procedures and the whereabouts of exits and fire extinguishers.

Immediately report circumstances you consider may present a hazard to yourself and others.

Report any accident whether minor or major.

Declaration:

This job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee. They may be subject to change at any time.

Work Environment:

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Experience and Skills:

Company info

Tommy Nobis Center