The mailroom clerks will work with the Government Activity Distribution Manager (ADOs) on a daily basis for all questions and concerns. The mailroom clerks will refer all questionable mail to the ADO for official or nonofficial determination. The mailroom clerks will provide customer service and transfer of accountable mail between action offices for base customers. The mailroom clerks will provide assistance to customers on policies and procedures concerning all services and programs.
Essential duties and responsibilities include the following:
Mailroom clerks will be responsible for sorting and distributing incoming mail into organizational mail boxes. The mailroom clerks will also be responsible for notifying organizations when packages and accountable mail are available for pickup.
Mailroom clerks will safeguard and protect all mail and administrative communications in accordance with regulations. The mailroom clerks will secure undelivered certified, registered, and Express Mail; items shipped through the General Services Administration's overnight contract carrier; items bearing DoD accountable container numbers; and similar items in a Government provided container approved for storing SECRET material. The mailroom clerk will immediately report the loss or possible compromise of accountable material to the 460th SCS Security Manager and the Official Mail Manager (OMM).
Mailroom supervisor will obtain appointment letters annually from 95 organizations designating Activity Distribution Officers (ADO) authorized to sign for accountable mail. The number of organizations may fluctuate depending on the needs of organizations serviced. Mailroom clerks will ensure only authorized personnel sign for accountable mail. Mailroom clerks will maintain electronic records for all accountable mail, including Certified Receipts, Certified and Registered logs, Firm Delivery Receipt to establish a chain of custody. The mailroom clerks will scan all paper files into the electronic records. Undeliverable accountable mail shall be secured in a secured container or safe. Safe maintenance will be the responsibility of the Government. All outgoing accountable mail shall be processed IAW regulations.
The mailroom clerks will assist customers in determining the most cost-effective method for delivery services. It is the responsibility of the customer to obtain the cost comparison between USPS, UPS, and FedEx to find the most economical means to satisfy the required delivery date. If it is found that USPS is not the most economical means, customers will be referred by the mailroom clerks to the local UPS or FedEx for service.
The mailroom clerk will provide referral/directory service for all mail incorrectly addressed including those sent to individuals without a functional address symbol. The mailroom clerk will utilize the Global Address Book located in Microsoft Outlook to validate addressee’s office symbol. If the member cannot be located, all First Class Mail and packages will be returned to sender; bulk mail or presorted postage mail will be returned to USPS for disposal.
The mailroom clerks will scan all incoming packages/letter trays utilizing x-ray and ion scanning methods with Government provided equipment. The mailroom clerks will process all items received from mail curriers. Items received from curriers include incoming letters and packages from FedEx, UPS and USPS. All FedEx Express, UPS Express, USPS Certified, USPS Registered, and USPS Priority Mail will be treated as Accountable Mail and handled accordingly. The mailroom clerks will insure all letters and packages have been scanned prior to release to customers.
High school diploma or equivalent. Shall be able to read, write and speak English fluently, and be fully trained in the requirements of this contract. Knowledge and experience using the latest version of MS Word, Excel, etc. in the Windows XP environment. Shall possess the general knowledge of an office environment. Shall be physically able to perform the assigned work. Must be able to lift up to 50 pounds per package and maneuver up to 75 pounds. Mailroom Clerks shall have a minimum of one year general office experience, mailroom, FEDEX, and U.S. Postal experience or a similar environment.
Mailroom Clerks must have a current and active Secret Security Clearance.