Occ. Code 2709800

 

 

CHIEF MAIL AND SUPPLY CLERK, GRADE 21

2709800

HEAD MAIL AND SUPPLY CLERK, GRADE 15

2709600

PRINCIPAL MAIL AND SUPPLY CLERK, GRADE 12

2709500

 

 

New York State Department of Civil Service

 

Classification Standard

 

 

NATURE OF WORK

           

Positions in these classes are responsible for the systematic receipt, control, and timely routing of incoming written communications; the collection, preparation, control and disposition of outgoing written communications consisting of intra‑agency, inter-agency and extra-agency material, and for the receipt, storage, retrieval and distribution of office supplies, equipment furniture and other supplies. Rules and regulations of United States Postal Service along with procedures issued by the Office of General Services govern the processing of outgoing communications.

 

Positions of Principal Mail and Supply Clerk are found in most State agencies while positions at the Head level are found only in those few agencies whose activities require a large staff to process a heavy volume of mail and supplies such as is found in the Departments of Labor and Motor Vehicles. The class of Chief Mail and Supply Clerk is characterized by very large and active mail and supply activities as are found in the Department of Taxation and Finance.

           

CLASSIFICATION CRITERIA AND DISTINGUISHING CHARACTERISTICS

 

Classes described in this standard are characterized by supervision of subordinate mail and supply and Office Machine Operator positions and by the performance of tasks and activities associated with maintaining and/or improving the efficiency and effectiveness of the mail and supply system in order to meet the daily needs of the agency. This includes planning and organizing the daily routine to insure the full and effective utilization of staff, devising and revising procedures in order to meet agency and program changes, and insuring that the mission of the mail and supply organization is being successfully achieved.

 

A Chief Mail and Supply Clerk is characterized by the supervision of a staff of more than 150 employees engaged in the processing of incoming and outgoing communications and in the receipt, storage and disposition of supplies.

 

Characteristically, a Head Mail and Supply Clerk functions as the highest level mail and supply position; is directly responsible for supervising about 25 or more subordinates in the processing of communications and the receipt and storage of supplies or as a principal assistant to a chief.  In support of this level agency mail activity is characterized by a very heavy and continual volume of incoming and outgoing communications with the general public, large supply operations and seasonal peak periods.

 

At the Principal level positions exist in many agencies and are responsible for supervising an agencys mail and supply activities or under the direction of a Head Mail and Supply Clerk supervise a group of subordinate employees having responsibility for either the processing of incoming and outgoing communications, the providing of mail or message service requiring the use of several trucks, or the receipt, storage and disposition of supplies.

 

Supervisory positions of Principal and Head Stores Clerk are characterized by the responsibility for the receipt, storage and distribution of a wide variety of supplies including such items as perishable and non-perishable foods, clothing, fragile equipment, etc. requiring special handling and storage.

 

There are a number of other clerical classes at the principal, head and chief levels which are also characterized by supervisory responsibilities. However, specific characteristics of each class differ measurably and are identified in the individual standards.

 

TYPICAL ACTIVITIES, TASKS AND ASSIGNMENTS

 

Supervises a subordinate staff engaged in the receipt, control and delivery of incoming communications; the pickup, processing and disposition of outgoing mail; the receipt, storage, retrieval and delivery of supplies from vendors; the maintenance of inventory records; and messenger and duplicating services.

 

·      Assigns work activity to subordinate staff and schedules daily work.

 

·      Assigns and reassigns personnel in accordance with workload fluctuations particularly during peak workload periods.

 

·      Explains procedural changes either verbally or through written memoranda and provides subordinates with necessary resources and supplementary interpretations to implement these changes.

 

·      Instructs new and temporary employees in the procedures of performing each task.

 

·      Interviews and selects candidates for subordinate positions by assessing their suitability for the position to be filled.

 

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

 

·      Evaluates employee performance by observing activity, reviewing reports, spot checking records and storing of supplies to determine compliance with rules, regulations, instructions and policy.

 

·      Discusses work related problems and deficiencies with employees and provides advice and directs corrective action.

 

Plans, organizes and schedules work activity and writes procedures to provide for the proper handling and distribution of mail and supplies.

 

·      Schedules work activity to insure the orderly and timely pickup, processing, delivery and storage of mail and supplies.

 

·      Composes and revises procedures for the handling and distribution of mail and supplies in order to insure efficiency and effectiveness.

 

·      Reviews complaints regarding mail and supply operations and takes appropriate action to resolve them.

 

·      Corresponds and confers with local postal authorities to resolve mailing problems particularly requiring the timely pickup and delivery of mail, to coordinate service and to obtain interpretations of new or revised postal regulations.

 

·      Maintains up to-date information on rates and regulations of FedEx, UPS and the postal service.

 

·      Insures proper use of mail opener, postage machine, postage schedules and other special equipment by observing their use and checking postage records.

 

·      Maintains records for certified, registered and insured mail.

 

·      Confers with personnel of units served regarding problems in timely pickup and delivery of communications and supplies and resolves the problem within the framework of staff and schedule changes.

 

·      Prepares and updates stock inventory and related records from data supplied by subordinate supervisors to insure that adequate supplies are maintained.

 

·      Based on existing inventory and following agency procedures requisitions items.

 

·      Following agency procedures may occasionally purchase office supplies in small amounts on the open market.

 

·      Insures that stock is stored properly so that items may be retrieved quickly and efficiently.

 

·      Insures by personal observation that designated items or documents be stored in a secure place and that special procedures be followed in their handling and distribution.

 

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

 

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

 

·      Prepares the annual and supplemental budgets for the operation of the Mail and Supply Unit.

 

May as a working supervisor periodically perform the tasks of lower level subordinates.

 

RELATIONSHIPS WITH OTHERS

 

The nature of the activities of these classes necessitates frequent verbal communication on a limited number of issues with program specialists and administrators. Such issues are primarily concerned with identifying problems and making more effective and efficient the delivery and pickup of communications along with the timely distribution of supplies.  Employees also have occasional verbal and written communication with representatives of the Office of General Services and the U.S. Postal Service for the purpose of obtaining information concerning the rules, regulations, procedures, schedules and rates and coordinating and improving service.

 

NATURE OF SUPERVISION

 

Each of these classes is characterized by the supervision of a staff of both permanent and temporary subordinate mail and supply and Office Machine Operator positions. Usually such supervision involves the assignment of work to subordinate supervisors; the scheduling of work activity; evaluating the effectiveness and efficiency of such activity by observing the employees performance, reviewing work activity records, identifying backlogs, bottlenecks and scheduling problems; and taking corrective action by issuing new or modified directives to the staff.

 

Positions at the Head and Principal level may function as a principal assistant to a higher level Mail and Supply Clerk and as such functions as a supervisor responsible for a major segment of the overall operation or as a second in charge to the section supervisor. In this latter capacity the employees supervisory responsibility is limited to the direct observation of the work activity, employee evaluations and the implementation of work rules and schedules.

 

Employees serving in the top mail and supply position in an agency receive supervisory directives from an administrator who has other administrative responsibilities. Technical procedural guidance is provided by directives and procedures from both the Office of General Services and the U.S. Postal Service. The administrator is primarily concerned with meeting the goals and objectives of the section, leaving the day-to-day directions to the top mail and supply supervisor. Employees serving in the capacity of an assistant to a higher level mail and supply position are supervised in a manner described above.

 

JOB REQUIREMENTS

 

·      Good knowledge of the principles and practices of supervision.

 

·      Good knowledge of the agencys organization and the location of each unit.

 

·      Working knowledge of the rules, regulations and rates of the U.S. Postal Service.

 

·      Working knowledge of the rates and services provided by private carriers of packages and documents, i.e., Railway Express and United Parcel Service.

 

·      Working knowledge of the operating procedures provided by the Office of General Services governing incoming and outgoing communications.

 

·      Working knowledge of the proper techniques of storing and distributing supplies which may include those requiring special handling such as perishables and security material.

 

·      Ability to supervise a large staff.

 

·      Ability to plan and organize the staffs activities to handle peak work periods.

 

·      Ability to prepare written work procedures.

 

·      Ability to prepare routine correspondence in transmitting information.

 

·      Ability to interpret and apply various rules, regulations, rates and procedures governing incoming and outgoing communications.

 

·      Ability to verbally communicate with agency administrators to resolve scheduling problems.

 

MINIMUM QUALIFICATIONS

 

Positions in these classes are normally filled by the promotion of incumbents of lower level clerical positions as follows:

 

            Class                                      Required Permanent Clerical Experience

 

Chief Mail and Supply Clerk

One year at Grade 15 or higher

Head Mail and Supply Clerk

One year at Grade 11 or higher

Principal Mail and Supply Clerk

One year at Grade 7 or higher

 

 

 

 

Reviewed:  11/04

 

 

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.