New York State Department of Civil Service
Classification Standard
Mail and Supply Clerks perform routine clerical and manual activities in the processing and delivery of incoming and outgoing written communications and packages consisting of intra-agency, inter-agency and extra-agency material and in the receipt, storage and distribution of office supplies, equipment, furniture, forms, various publications and related material. The rules and regulations of the U.S. Postal Service along with procedures issued by the Office of General Services govern the processing of outgoing communications.
Positions of Mail and Supply Clerk are located in most State agencies.
Mail and Supply Clerks perform mail room, messenger and occasional duplicating services of a routine nature in support of a general office services program requiring the application of readily available and specifically applicable postal and administrative regulations.
Incumbents may be responsible for all mail and supply and related record keeping activities in a small mail room, or may assist higher level mail and supply clerk positions in a medium or large mail and supply operation.
Senior Mail and Supply Clerk is distinguished from Mail and Supply Clerk by functioning as a working supervisor with responsibility for the work of several subordinates.
Stores Clerks 1 are also responsible for performing stores and supplies activities including a variety of clerical and manual activities in the receipt, storage and distribution of a wide range of perishable and non-perishable goods, materials and equipment in a stockroom or warehouse. Specifics concerning the distinguishing characteristics of Stores Clerks 1 are covered in the Classification Standard 1831100.
Typically, Mail and Supply Clerks perform clerical and manual activities in support of both the mail and office supply services in an agency. However, certain incumbents, in response to the agencys general office service requirements, may perform primarily in either the mail or the supply function.
Sorts and distributes incoming mail.
־ Opens envelopes and stamps date and time received.
־ Opens envelopes containing such valuables as cash or checks or other designated materials and records receipt for reference or control purposes.
־ Keeps records of registered or insured mail received.
־ Maintains listings by name, room, telephone number and forwarding address for the organizational units and staff receiving mail services.
־ Picks up and delivers inter-office and intra-office mail.
Processes outgoing mail; inspects for complete address, proper postage, sealing, typing and packaging to withstand normal handling, and sorts mail for city Post Offices and intra-agency deliveries.
־ Re-addresses undeliverable mail bearing insufficient or incorrect address.
־ Computes postage required according to weight and class and stamps outgoing mail.
־ Sorts and bundles mail by zip code.
־ Inserts letters or circulars into envelopes.
־ Keeps records of outgoing registered or insured mail.
־ Keeps records of postage expended and on hand.
May sell stamps, stamped envelopes, postal cards and money orders to employees and others, and keep records of sales.
May operate office machines in processing mail and reproducing printed material.
Receives, stores and distributes office supplies, equipment, furniture, forms, publications and other printed materials.
־ Unloads or assists others in unloading supplies and equipment.
־ Unpacks, counts and sorts incoming articles to verify receipt against orders.
־ May sign receipt for shipment.
־ Advises supervisor orally or by written report on receipt of damaged goods or incomplete or incorrect shipments.
־ May mark identifying codes on articles following established procedures.
־ Stores articles on shelves, bins or on the floor according to standardized procedures.
־ Posts information concerning the quantity and type of stock received on appropriate records.
Issues and may deliver supplies from stock according to valid requisitions following established procedures, and maintains appropriate records of materials issued. May be required to package goods for shipment.
Takes periodic physical inventory by counting the amount and kind of goods and supplies on hand and compares results with appropriate controls and records. Keeps perpetual inventory records of the quantity and kind of goods on hand.
Keeps shelves and stock clean, and keeps stock in proper place and neatly arranged.
May reorder certain standard, frequently used goods according to agency policy and procedure.
May occasionally operate a motor vehicle to pick up and deliver mail.
As the top mail and supply job in a small mail room, a Mail and Supply Clerk has frequent oral communications with a variety of people within the organizational units serviced for the purpose of explaining or furnishing factual information concerning mail and supply operations, procedures or regulations. Factual reports prepared on standard forms are prepared for the supervisor on a regular basis covering mail and supply activities.
Mail and Supply Clerks assigned to a medium or large mail or stores operation under a higher level clerical position have less frequent contact with users as described above, while the record keeping and inventory activities are usually restricted to a segment of the mail and supply operation.
Typically, Mail and Supply Clerk is a non-supervisory class. However, incumbents may occasionally function as a lead worker providing direction to other mail room or stores employees.
Mail and Supply Clerks are supervised by higher level clerical positions usually a Senior Mail and Supply Clerk who assigns work, provides assistance as requested, makes occasional spot checks of work performed for compliance with procedures, and evaluates work performance. The work of the Mail and Supply Clerk is performed in accordance with specific detailed instructions to which strict adherence is required.
Mail and Supply Clerks operate such office equipment as sorting, collating, inserting and postage machines, and may occasionally operate duplicating or copy machines.
־ Working knowledge of the organization and location of the units serviced.
־ Working knowledge of the methods and procedures of storing and distributing supplies.
־ Basic knowledge of applicable rules, regulations and rates of the U. S. Postal Service.
־ Basic knowledge of the rates and service provided by private carriers such as Federal Express and United Parcel Services.
־ Basic knowledge of the operating procedures provided by the Office of General Services concerning incoming and outgoing communications.
־ Ability to understand and carry out oral and written instructions.
־ Ability to prepare and maintain standard numeric records and reports.
־ Ability to bend, lift, and walk for long periods of time.
As assigned:
־ Working knowledge of the operation of office machines.
There are no minimum qualifications for this class.
Reviewed: 7/03
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.