Occ. Code 2581500

STORES AND MAIL OPERATIONS SUPERVISOR, GRADE 12

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS

Stores and Mail Operations Supervisors are second level supervisors over lower level clerical staff, vehicle operators, and/or unskilled staff, in the performance of office support and clerical work, or manual labor, related to storing, receiving, and distributing goods, materials, commodities, or other property.

DISTINGUISHING CHARACTERISTICS

Stores and Mail Operations Supervisors are classified as second level supervisors and are distinguished by the supervision of two or more Office Assistants 2 (Stores/Mail).  As second level supervisors, they are characterized by their role in the development and implementation of work plans, schedules, procedures, and manuals; the preparation of reports; the responsibility for workplace safety and security programs; the responsibility for facility inspection and oversight; and the selection, training and evaluation of staff.  Classification can also be supported by being in charge of a large storehouse and/or a large mail and supply operation as characterized by the regular, high-volume distribution of incoming and outgoing mail, materials, products, and goods, and the supervision of at least one Office Assistant 2 (Stores/Mail) and three or more lower level clerical staff, vehicle operators and/or unskilled staff in the receipt, storage, rotation, and issuance of a wide variety of items cited above.  In such cases, incumbents of these positions are supervised by administrative or higher level clerical positions which have responsibilities beyond those of the storehouse, distribution center, and/or mail and supply operation.

ILLUSTRATIVE DUTIES

Supervise a subordinate staff of clerical, stores, vehicle operation, and/or unskilled workers engaged in: the receipt, control, and delivery of a variety of goods or mail; the pickup, processing, and disposition of outgoing mail or goods; the receipt, storage, retrieval, and delivery of supplies or goods from vendors; the maintenance of inventory records; or courier and duplication services.

· Assign and reassign work to subordinate staff and schedule daily work to ensure adequate coverage.

· Explain procedural changes and provide subordinates with necessary resources and supplementary interpretations to implement these changes.

· Instruct new and temporary employees in procedures.

· Resolve personnel problems such as grievances and complaints by conferring with subordinate and correcting the problem if appropriate.

· Evaluate employee performance.

· Discuss work related problems and deficiencies with employees and provide advice and direct corrective action.

Oversee the receipt, storage, and issuance of goods in a storeroom, storehouse, or warehouse.

· Plan the layout of storage areas for safety and efficient utilization.

· Supervise the receipt of all incoming shipments, identifying the goods received against documentation.

· Contact customer agency and/or carriers upon the receipt of damaged goods and arrange for appropriate salvage or account adjustment.

· Schedule the receipt and movement of all goods.

· Assign lower-level employees to move goods among buildings at a facility by motor vehicle or through other means.

· Inspect outgoing shipments to ensure accuracy.

· Inventory goods by counting and comparing results with relevant documentation.

· Maintain or supervise the maintenance of stock control filing.

· Complete or supervise the completion of various forms and reports to account for and control the inventory of goods.

· Explain discrepancies between actual count and records.

· Discuss with users the substitution of items where necessary.

· Investigate complaints from users regarding the quantity and quality of goods.

Plan, organize, and schedule work activities and write procedures to provide for the proper handling and distribution of mail and supplies.

· Schedule work activities to ensure the orderly and timely pickup, processing, delivery and storage of mail and supplies.

· Compose and revise procedures for the handling and distribution of mail and supplies to ensure efficiency and effectiveness.

· Review complaints and take appropriate action to resolve them.

· Correspond and confer with local postal authorities to resolve mailing problems.

· Maintain up to-date information on rates and regulations of postal services and parcel carriers.

· Maintain records.

· Prepare and update stock inventory and related records.

· Ensure that stock is stored properly.

· Ensure by personal observation that designated items or documents are stored in a secure place and that special procedures are followed, as necessary, in their handling and distribution.

· Prepare periodic production reports for mail and supply section from reports prepared by subordinate supervisors.

· Arrange for removal of obsolete records from agency premises in accordance with contracts with waste dealers and agency policy regarding the destruction of records.

· Assist in the preparation of annual and supplemental budgets for the storehouse, distribution center, and/or mail and supply operation.

MINIMUM QUALIFICATIONS

Promotion:  one year of permanent competitive service as an Office Assistant 2 (Stores/Mail).

Date:  5/17

NOTE:  Classification Standards illustrate the nature, extent, and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.