Job Description:
Position Summary:
Under the supervision of the Nobis Enterprises Program Manager, the
Supervisor is responsible for non-personal administrative and mailroom
support services. This position will be responsible for all or some of
the following essential job functions and responsibilities based on
the individual contract office needs.
Essential Job Functions and Responsibilities:
- This position will ensure that customer issues are addressed and
the management, direction, planning, training and other functions
necessary for an effective mail and distribution service operation
are performed based on the statement of work.
- The Site Lead shall be able to fluently communicate in English to
ensure the accuracy of the mail processing.
- Act as a liaison to the designated COR on a daily basis.
- The Site Lead shall identify the correct mail stop for
"courier delivered" packages for acceptance and signature
by the addressee i.e. the IRS customers or the recipient who accepts
on behalf of the addressee.
- The Site Lead is responsible for sorting mail by mail stop codes
and/or organizational symbols for business unit pick-up of mail
received within a set period of time detailed in the statement of work.
- Maintain security management control over all government-furnished space.
- Establish methods to ensure that all keys and electronic media are
safeguarded and are not used by unauthorized personnel.
- Establish, maintain and follow written procedures for security
incidents, such as suspicious packages and mailroom security
breaches that include the protocol for proper contacts and notification.
- Responsible for coordination of time sheets, accident/injury
reports, leave requests, and other reports as required by Nobis
Enterprises’ policy.
- Attend all Nobis Enterprises functions and supervisor training and meetings.
- Must schedule work in an efficient and responsive manner, i.e.,
scheduling pickups, etc.
- Supervise work and ensure that all materials and participants are
in place to complete tasks.
- Maintain inventory of supplies needed to perform all aspects of
the job as outlined in the statement of work.
- Must maintain an excellent attendance record.
- Site Lead will be available during operation hours and will ensure
that the facility is staffed daily as required.
- The Site Lead will ensure that security procedures are constantly practiced.
- The Nobis Site Lead will ensure that surveys and logs are
completed on a daily and quarterly basis.
- Other duties as assigned.
General Administrative Support:
- Receive telephone calls and/or visitors and refer them to the
appropriate person or office. Answer telephone by the third ring,
correctly route callers, and take messages or forward to voice mail
as appropriate.
- Make repair calls for facilities and equipment, coordinating with
contract office personnel.
- Photocopy documents and other material in accordance with
established office procedures.
- File all documents in a timely and accurate manner, and in
accordance with established office procedures.
Inventory Control:
Responsible for inventory control services for all office supplies,
which will be conducted in two phases utilizing the start-up and
follow-on procedures. Start-up procedures involve the performance of
all tasks required to put an office supply stockroom management
program into operation. Follow-on procedures include the performance
of all tasks required to receive, store, issue, order and maintain
inventory accountability for office supplies. Will assist in the
completion of the annual inventory and prepare the Annual Inventory
Report which will be delivered to the Administrative Officer no later
than December 31 each year.
Equipment Maintenance:
Serve as point of contact for troubleshooting office equipment
problems and coordinating maintenance/repair for equipment. Attempt
to correct equipment performance problems before contacting outside
sources for repairs. If unsuccessful in resolving the problems will
contact vendor for repairs and problem resolution.
Mail Management:
- Provide all services in accordance with Internal Revenue Manual
1.22, Mail and Transportation Handbook. The IRS has a direct
accountability system for its outgoing United States Postal Service
mail and packages.
- Report metering errors as part of the monthly report.
- Maintain a current list of locations, addresses, hours of
operation, volumes of incoming and outgoing mail, number of mail
stops and number of deliveries in the IRS field Mail Centers that
are not self-service ONLY.
- Receive and sort all incoming USPS mail and packages and count and
maintain a log of each piece of mail.
- Keep a log with the addressee or the recipient’s name accepting
the package from the supply vendors for them to sign for the package.
- Sort envelopes addressed for delivery within IRS for customer pick up.
- Prepare all outgoing mail for dispatch into the USPS mainstream in
accordance with USPS Regulations and guidelines and applicable IRS
regulations and procedures.
- Open and review unidentified returned USPS mail. Research mail as necessary.
- Maintain a daily record of mail metering activity as well as
recording data on the: Daily Record of Postage Meter Register Readings.
- Notify the designated COR in writing of new USPS regulations and
postage changes. Provide written recommendations and/or suggestions
on how the IRS may save postage costs and procedures necessary to
implement such techniques.
- Sort, log and notify the addressee for registered, certified,
return receipt, numbered, and insured mail within four (4) hours of receipt.
- Maintain written procedures for security incidents, such as
suspicious packages and mailroom security breaches.
Accountable Mail Handling:
- Sign for, log in, date-stamp and notify the addressee of all
incoming Federal Express, UPS, Airborne, DHL, and any other
overnight mail courier shipments.
- This position is responsible for all equipment provided by the
current express mail or ground-shipping contractor. The Site Lead
may request the required training for all personnel in the operation
of the equipment.
- This position is responsible for receive, record, safeguard and
dispatch all accountable mail which requires signature(s) in
accordance with USPS regulations and guidelines and applicable IRS
regulations and procedures.
- Maintain accountable mail logs which indicate the signature of IRS
personnel who receive accountable mail and maintain a record on file
in accordance with the USPS regulations.
Mail Stop Database Maintenance:
- Maintain a computerized database of mail stops that include mail
stop locations, room numbers, name of employee at each mail stop,
and mail codes, i.e. organizations codes.
- Provide an updated list of all mail stops by mail codes to the
couriers and locations each quarter.
- Initiate a survey once every four (4) month to be distributed at
each mail stop.
Monthly Mail Report:
Prepare a comprehensive Monthly Mail Handling Report to the OFAR or
Administrative designee no later than three (3) working days after the
end of each month.
Reports:
- Provide a monthly "courier delivered" packages report
detailing all "courier delivered" packages when received.
- Submit a report each quarter which updates the list of all mail
stops by mail codes, to the couriers and locations for the previous
quarter performance period to the designated COR.
Qualifications:
- Mission driven, guided by core values and a pleasure to work with.
- A demonstrated knowledge of Microsoft Office, Outlook, Word, Excel
and PowerPoint
- Knowledge of people with special needs and experience with DOL standards.
- Experience with mail rooms operations is a plus.
- Site Lead should have general understanding of OSHA, Base and
State and Federal regulations.
- All personal tax returns must be completed within the terms of law.
- Must pass drug screen and background check.
- Eligibility to work in the United States.
Education:
- Associates Degree, or equivalent work experience.
Prior Experience Desirable:
- Three to Five years’ experience in an office/mailroom and/or
inventory control setting.
Special Skills/Abilities:
Interpersonal:
- High level of interpersonal skills required to develop and
maintain effective working relationships with contract contacts and professionals.
Written Communications:
- Strong written communication skills required maintaining quality
documentation and effectively communicating with a broad range of
individuals and agencies including individuals who do not process
oral communication well.
Analytical:
- Strong analytical skills needed to analyze various job tasks and
develop strategies to train individuals in these tasks.
Oral Communications:
- Strong organization skills needed to prioritize all aspects of
contract operations.
- Clearly communicates needs of job and advocates for self.
- Ability to communicate and present information informally and formally.
Leadership:
- Strong leadership qualities required to supervise employees and
effectively interact with varying levels of site personnel.
Organizational:
- Strong organizational skills needed to prioritize all aspects of
contract operations.
Problem-Solving
- Strong problem-solving skills required to develop strategies to
overcome obstacles and problems.
Equipment
- Will identify need for adaptive aids or modifications of equipment
at work site. Use of a computer, printer, copier, fax and telephone.
Other Qualifications or Requirements:
Mental Effort:
- Ability to work independently, set priorities, and coordinate all
aspects of contract operations.
- Ability to make judgment decisions in following established guidelines.
Physical Requirements:
- Ability to stand and sit for long periods of time; ability to lift
and move items up to 25 pounds without assistance.
- Have a full range of motion in upper and lower body.
- Be able to reach overhead.
- Be able to work in various positions, including, but not limited
to, stooping, standing, bending over, sitting, kneeling and
squatting for extended periods of time.
- Good hand dexterity.
- Good eyesight.
Visual Effort:
- Environment is a well-lighted facility requiring average amount of
visual effort. Adaptable to driving conditions - vision correctable
to 20/20.
Safety:
- Follows all prescribed safety regulations to diminish accidents.
- Understanding of OSHA safety requirements.
- Knowledge of evacuation procedures and the whereabouts of exits
and fire extinguishers.
- Immediately report circumstances you consider may present a hazard
to yourself and others.
- Report any accident whether minor or major.
Declaration:
This job description is not designed to cover or contain
comprehensive listing of activities, duties or responsibilities that
are required of the employee. They may be subject to change at any time.
Work Environment:
The work environment characteristics described here are
representative of those that an employee encounters while performing
the essential functions of the job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential
job functions.
