Job Opening: Mailroom Supervisor

Summary This position is located at the G.V. (Sonny) Montgomery VAMC, Supply Chain Management Service. The incumbent is the Mail Management Officer and is responsible for the overall mail systems operations. The principal duties and responsibilities of this position have the following main components: Incoming Mail, Outgoing Mail Distribution, Controlled Mail, Training, ADP security and Facility Reproduction program. Responsibilities This position completes a range of duties that include, but are not limited to: Directly supervises support staff within section. Directs and supervises sorting and screening of official mail and ensures it is directed to the appropriate offices. Maintains close liaison with service line personnel and exchange suggestions to facilitate an even flow of mail throughout the facility. Works with various regulations, mailing requirements and shipping procedures. Ensures the mail is processed efficiently and cost effectively. Ensures that disputed matters are corrected within applicable timeframes for all Fund control points related to mail and reproduction operations. Recommends and establishes specific pick-up and delivery points throughout the facility to provide an even flow of mail. Responsible for resolving technical difficulties involving the mail machine, computers and other equipment utilized in the Mail Center. Responsible for assisting with the development of the annual budget for mail fund control points. Responsible for managing and budgeting the control point funds for all of the metered mail machines. Responsible for the security of mail, which includes mail at high risk for theft such as controlled pharmaceuticals, prosthetics devices, cash and checks. Prepares and dispatches the monthly metered mail reports and the daily pharmacy reports. Provides training and guidance to services and staff on proper procedure for shipments. Determines weekly work schedules, often having to reassign employees to ensure all basic duties are covered on a day-to-day basis for all employees Monitors workflow and workload within the unit daily to ensure timeliness of services; monitors backlogs, inquiries or complaints. Work Schedule: Monday - Friday, 7:30 am - 4:00pm; subject to change based on facility needs. Virtual: This is not a virtual position. Position Description/PD#: Mailroom Supervisor/PD843420 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Pre-employment physical may be required Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/01/2024. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-06. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: experience operating highly integrated automated systems to complete multi-step processes for a final product or to achieve a final outcome; providing advisement regarding the security requirements of the facility mail center such as identification and reporting requirements of misappropriated postage funds and/or the handling and reporting requirements for potentially explosive mail pieces; experience determining cost effectiveness for shipping such first-class mail versus standard A/B class mail with special handling and/or pre-metered reply mail versus business reply mail; and experience providing training, oversight, leadership, or supervision to personnel. You will be rated on the following Competencies for this position: Accounting Operations Lead or Supervise Operations Support Teaches Others Technical Competence Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: This position places several physical demands: deliver, routes require extensive walking and travel outside regardless of the weather. Work requires standing and walking for extended periods and may require using stairs. In addition, bending, lifting and carrying of moderately heavy mail bags and packages (up to 70 pounds); pushing mail carts and mail tubs to deliver mail and packages throughout the hospital, and pushing mail tubs outside the building for the USPS carrier to load. This position requires the operation of a government passenger vehicle. For mail offsite to multiple points in downtown G.V. (Sonny) Montgomery VAMC, a government owned vehicle is used. Mail Clerks must possess the physical stamina to load and unload these vehicles by themselves for each established mail run. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education There is no educational substitution at this grade level. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information The Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority overother candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.