General Clerk 1

    • Job Tracking ID: 512251-821607
    • Job Location: Portland, OR
      PA
    • Job Type: Full-Time/Regular
    • Date Updated: June 10, 2022
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Job Description:

Tommy Nobis Center Mission: Empowering People Through Employment

Vision: Tommy Nobis Center envisions supportive communities where people with disabilities are afforded the opportunity to work.

Tommy Nobis Center is a Veteran Friendly Employer

Position Summary:

Under the supervision of the Nobis Enterprises Supervisor, and the project contract supervisor, the General Clerk is responsible for mail management for the Internal Revenue Service (IRS) Real Estate and Faculties Management (REFM) Division, to include all incoming and outgoing IRS mail and document distribution services. Services include but are not limited to; accurate pick-up, receipt, sorting, delivering, and placing mail in appropriate mailboxes for customer retrieval of internal IRS mail, United States Postal Services (USPS) mail, and other related mail items from commercial couriers and carriers.

Essential Job Functions and Responsibilities:

General Administrative Support:

  • Receive telephone calls and/or visitors and refer them to the appropriate person or office.
  • 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.
  • Serve as point of contact for troubleshooting office equipment problems and coordinating maintenance/repair for equipment.
  • Responsible for inventory control services for all office supplies, which will be conducted in two phases utilizing the start-up and follow-on procedures.
  • 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.

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.
  • 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:

  • High school diploma, GED or equivalent work experience.

Prior Experience Desirable:

  • One year experience in a customer service, office/mailroom and/or inventory control setting

Special Skills/Abilities:

Interpersonal:

  • Ability to work independently as well as within a team environment.
  • Works well with the public and provides exceptional customer service.
  • Strong interpersonal skills and ability to maintain confidentiality.

Written Communications:

  • Strong written communication skills required to maintain quality documentation and effectively communicate with a broad range of individuals.

Analytical:

  • Good math aptitude
  • Good analytical skills needed to analyze various job tasks

Oral Communications:

  • Strong verbal communication skills required to effectively communicate with a broad range of individuals.
  • Ability to listen to and understand information and ideas presented through spoken words and sentences.

Leadership:

  • Not applicable

Organizational:

  • Ability to organize work area, supply room and maintain data for required reports.

Problem-Solving

  • Ability to meet contract office requirement standards and prescribed deadlines.
  • Ability to tell when something is wrong or is likely to go wrong. Recognizing there is a problem.

Equipment

  • Demonstrated knowledge of Microsoft Office, Word, Excel and Outlook.
  • Working knowledge of telephones, copy and fax machines and mail metering equipment.

Other Qualifications or Requirements:

Mental Effort:

  • Ability to think clearly and multitask.

Physical Requirements:

  • Have full range of mobility 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.
  • Be able to handle, lift, pull and push materials and equipment to complete assigned job tasks.
  • Be able to handle mail bags, mail hampers, and packages often weighing up to 50 pounds.
  • Good hand dexterity. Ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble small objects.
  • Good eyesight.

Visual Effort:

  • Well-lit office environment requiring average amount of visual effort.
  • Ability to see details at close range (within a few feet).

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.

Security

  • Must abide by all security regulations of the facility.
  • Must obtain and wear a photo ID.

Scope of Position:

  • Not applicable

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.

Tommy Nobis Center is an Equal Opportunity Employer, Drugs Don’t Work worksite and a participant in e-Verify.

Experience and Skills:

  • Knowledge of Microsoft Office 365
  • Must pass drug screen, Nobis Enterprises background check and National Agency Check and Inquiries (NACI).
  • Eligibility to work in the United States.
  • Education: High school diploma, GED or equivalent work experience.