New York State Department of Civil Service
Classification Standard
Senior Mail and Supply Clerks supervise and perform clerical and manual activities involved in the processing of incoming and outgoing mail and for the receipt, storage and distribution of office supplies, equipment, forms and related material. Such activities require the application of established mail or supply methods, procedures or regulations.
Positions of Senior Mail and Supply Clerk are located in most State agencies.
This is the first supervisory level in the Mail and Supply Clerk series. The activities and tasks performed by incumbents are similar to those of Mail and Supply Clerk with the addition of supervisory responsibilities over two or more subordinates on an assigned basis in either a mail or a mail and supply operation.
A Principal Mail and Supply Clerk is responsible for supervising an agencys mail and supply activities, or assists a Head Mail and Supply Clerk in an agency where the mail and supply staff is composed of 25 or more subordinates.
Other Senior level clerical positions responsible for a variety of either general or specialized activities are classified under a variety of titles such as Clerk 2 and Stores Clerk 2. The basis of the "2" level classification in these classes is either supervisory responsibility, or the complexity of the work performed depending upon the specific occupation.
Senior Mail and Supply Clerks usually perform all of the activities and tasks listed in the Classification Standard for Mail and Supply Clerk, Occ. Code 2709200. In addition, the Senior level positions have the responsibility for supervising a subordinate group of employees.
Supervises a group of Mail and Supply Clerks and other appropriately assigned positions to insure the proper and efficient processing of mail, and the storage and distribution of office supplies and equipment.
־ Assigns work to subordinate staff.
־ Instructs, answers questions and makes available written instructions, procedures and regulations followed in the performance of each activity and task.
־ Assists employees in interpreting and applying U.S. Postal Service regulations and OGS procedures governing the processing of mail.
־ Visually observes activities and tasks of Mail and Supply Clerks to insure that mail and supply activities are performed efficiently and accurately and according to postal and administrative regulations.
־ Investigates complaints of poor service by discussing the problem with users and with the mail and supply staff and takes appropriate action to remedy the problem within present procedural guidelines, or recommends modifications or changes in procedure to improve service.
־ Identifies the cause of poor employee performance and counsels employee on performance improvement.
־ May operate and make minor repairs and adjustments to office machines.
Incumbents have frequent oral communications with a variety of people within the organizational units served for the purpose of explaining or furnishing factual information concerning mail or supply operations, procedures or regulations. Written numeric production reports covering mail and supply activities are prepared periodically for the supervisor. Senior Mail and Supply Clerks may also have occasional oral and written communications with representatives of private and common carriers, 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.
Relations with the mail and supply staff involve the giving of oral instructions in support of written instructions and procedures.
Senior Mail and Supply Clerk is a supervisory class. Incumbents directly assign, observe, and control the activities of the subordinate mail and supply staff by means of periodic reports and spot checks.
Incumbents are usually supervised by a Principal Mail and Supply Clerk who assigns the work and staff to the Senior, observes the operation of the mail and supply unit, controls their activities through a review of production records and spot checks either by a review of complaints of poor service or by routine inspections.
In those cases where the Senior is the highest level mail and supply clerk, supervision is typically given by an administrator or higher level clerical employee having responsibilities beyond those of mail and supply operations. The supervisory controls are similar to those described above except that they are less frequently applied.
Incumbents operate such office equipment as sorting, collating, inserting and postage machines, and may occasionally operate duplicating or copy machines.
־ Working knowledge of the principles of supervision.
־ Working knowledge of the organization and location of the units served.
־ Working knowledge of the methods and procedures of storing and distributing supplies.
־ Working knowledge of applicable rules, regulations and rates of the U.S. Postal Service.
־ Working knowledge of the operating procedures provided by the Office of General Services covering incoming and outgoing communications.
־ Basic knowledge of the rates and service provided by private carriers such as Federal Express and United Parcel Service.
־ Ability to interpret and apply various rules, regulations, rates and procedures governing incoming and outgoing communications.
־ Ability to supervise a group of employees.
־ Ability to prepare and maintain standard records and reports.
־ Ability to understand and carry out oral and written instructions.
־ Ability to bend, stand and walk for long periods of time.
As assigned:
־ Working knowledge of the operation, adjustment and care of office machines.
One year in a clerical position allocated at Grade 4 or higher.
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.