Mail Clerk (Administrative Support Technician I) - County Administration, M

at  Howard County

HOWARD COUNTY:

Conveniently located in the heart of central Maryland between Baltimore and Washington, Howard County offers the charm of a historic past mixed with the excitement of a cosmopolitan community.

WHAT ARE WE LOOKING FOR?

We are looking for outstanding individuals to join our team and contribute to excellence in Howard County operations.

POSITION SUMMARY:

This is Mail Services clerical and courier work at the journeyman level. Work includes the pickup and delivery of mail, parcels and packages, metering, weighing, cost computation and document preparation for a variety of outside delivery services including UPS, Federal Express, and the USPS. Employees in this position require a high level of accountability for materials entrusted to their care, and the ability to document receipts and deliveries of critical papers.

CLASS DESCRIPTION:

Performs technical level administrative support work under general supervision from an administrative or technical superior. Work typically involves performing skilled clerical, stenographic, and typing tasks but may also include determination of weights at a sanitary landfill; collecting fees; operating scales and cash registers; keeping records of materials and money received; and performing routine clerical tasks in an accounting environment.

MINIMUM REQUIRED EDUCATION/EXPERIENCE

High School Diploma or GED; and two years of related experience and/or training or equivalent combination of education and experience.

PREFERRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES:

• Demonstrated experience with postal metering equipment and scales.
• Demonstrated familiarity with postal and express rate charts and computation methods.
• Experience in mail services or package shipping and delivery.
• Ability to use computers and common productivity programs, such as Word and Excel.
• Maryland Class C Driver’s License.

LANGUAGE SKILLS, MATHEMATICAL SKILLS, AND REASONING ABILITY:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak to customers and/or employees of organization.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to apply concepts of basic algebra and geometry.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other related duties may be assigned.

• Receives mail and parcel shipments from the USPS, UPS, and other transport firms, verifying the volume and content of the shipments and signs delivery slips, tickets or manifests as required. Acts as an Authorized Agent of the County government for the receipt of correspondence and parcels. Isolates suspicious incoming packages and letters using Suspicious Package Guidelines, Suspicious Package Indicators, and Mail Security Guide made available by USPS and County police and administration and alert public safety agencies. Records damaged incoming packages on shipper log and subsequently notifies the carrier in the event of damages found.
• Sorts mail and parcels into trays, boxes or other receptacles, dividing the material into separate delivery locations. Packages, wraps, or bands the combined shipments for subsequent delivery. When using the van or truck, packs the materials into the vehicle to ensure safe transport.
• Makes special direct deliveries of materials between persons and/or agencies as required or directed. Maintains a signature log book of special deliveries including UPS parcels, Certified, Express, and Registered Mail, showing tracking numbers, shipper name, when and to whom the materials were delivered.
• Delivers mail and regular parcels, either on foot within the County Office Building Complex, or via van or truck throughout outlying Howard County office locations.
• Prepares outgoing mail and parcels for the USPS, UPS and other transport companies following the requirements of the firm used. Prepares the UPS manifest using either the manual system or automated scales and equipment. Meters and affixes postage to USPS materials following current Postal regulations and guidelines.
• Prepares and verifies Express, Third Class bulk mailings and First Class Pre-sort mailings following current USPS regulations and guidelines. Prepares USPS submittal forms and manifests for such special mailings. Trains other personnel in the proper sorting and packaging of Express, bulk and pre-sort mailings.
• Runs Presort Standard and First Class Presort mail through the mail machine for postage imprint after changing and adjusting the machines set up in the desired mode and have such metered letters trayed in the exact sequence shown in the postage statements and reports. The trays then need to be secured with tray sleeves and ties before transported to the Postal facility with related papers.
• Troubleshoots minor issues related to letter jams and such other simple malfunctions that need minor adjustments as illustrated in the owner’s manual.
• Reports major machine malfunctions to the supervisor and be able to connect with the vendor for repair and/or service/maintenance.
• Monitors and records periodic postage and carrier rates changes, loads vendor supplied postage rate chips on to the meter modem, monitors postage balances and reports low postage levels to the supervisor for replenishment and be able to remotely transfer funds electronically to the machines from a county deposit at the USPS/Hasler TMS account (Computerized Meter Resetting System), through a telephone link established exclusively between the machines and the TMS account deposit.
• Performs routine maintenance on the mail metering and weighing equipment such as filling up water tanks (envelope moistener) of the mail machines, cleaning water screens and filters, drain tubes and, periodically or as necessary, clean the visible, accessible areas of the machine.
• Performs routine maintenance on the mail carts, dollies, and platform trucks including cleaning, lubrication and the replacement of minor service parts. When operating the van or truck, is responsible for general cleanliness, replenishment of gasoline and washer fluid and maintains proper tire pressure of the vehicles.
• Arranges for scheduled maintenance of fleet vehicles under mail room custody, have vehicles booked out to customers, get related ‘Motor Pool Vehicle Request’ form completed and signed by the customers and, maintain the mileage logs and record scratches, dents and interior cleanliness upon return of the vehicle. Gets vehicles washed and cleaned.
• Performs other assigned duties as required.