Summary THIS IS A NATIONAL GUARD TITLE 5 EXCEPTED SERVICE POSITION This National Guard position is for a MAIL ASSISTANT (Title 5), Position Description Number T5055000 and is part of the AR ARNG DCSG6 DCSIM OFFICE HQ, National Guard. Responsibilities 1. Serves as a mail distribution handler for incoming and outgoing distribution servicing in excess of 150 distinct units throughout the state. Operates electronic postal processing equipment for outgoing first class, priority, certified, registered, bulk or postcard mail with federal indicia on a daily basis. Ships packages by other commercial vendors as required to support mail missions. Electronically captures accounting data for management reports on numerous accounts via data inputs per parcel mailed or shipped. Maintains database of all addressees necessary for day-to-day operations for bar coding of all outgoing mail. Spot checks all outgoing mail to ensure authority, proper postage based on contents and weight, etc. Employs various postal and common carrier software applications for bar coding of parcels, processing parcels, manifesting, tracking parcels and expenditure/weight/number accounting. Provides advice and recommendations to the supervisor on new equipment and/or advances on the market and current equipment status for consideration of upgrades or replacements of current systems. 2. Maintains business mail licenses (Business Reply and Discount) with United States Postal Service (USPS). Uploads postage-by-phone as needed quarterly by electronic data transfer. Maintains record of daily transactions PS Form 3602-A in accordance with USPS requirements. Maintains required postal files in accordance with appropriate records management requirements. Processes and insures proper packaging of all outgoing classified mail. Receives, sorts, and routes incoming mail to distribution points by organizational designation, name, subject, distribution formula, etc. Responsible for following security procedures to safeguard mail, in accordance with current policies, procedures, and directives. Logs in all deliveries as accountable mail, notifies addressee, and insures signature upon pickup. Reads mail that is undesignated and determines proper routing by subject matter content. Receives, secures and maintains logs and controls for sensitive mail (e.g. registered, express mail, certified, overnight mail, etc.) and notifies intended recipient. Receives, sorts, and routes incoming distribution to addressees by organizational designation, name, subject, and distribution formula. Reads distribution that is undesignated and determines proper routing by subject. 3. Receives, registers, controls and safeguards incoming and outgoing classified mail up to and including Secret. Checks and certifies as to the presence of all material; contacts originator if discrepancies are found. Maintains logs and locates and accounts for material at any given time. Assigns control numbers, prepares control records and receipt forms, determines proper routing, delivers personally or through authorized personnel, and obtains receipt for material. Checks outgoing classified and unclassified mail to assure that all papers are properly marked and that addressing and packaging conform to security and postal regulations. Assigns control numbers as required and records all necessary information on outgoing classified mail. Maintains suspense file and initiates tracers and determines proper routing by subject matter content. 4. Receives and reviews quarterly postage reports for remote site locations, reassembles into a consolidated report and forwards to the National Guard Bureau (NGB) semiannually. Assists in the preparation of applications for licenses, permits and reports relative to the operations of the mailroom. Prepares and coordinates a roster of alternate mail clerks and trains them in required operations. Maintains reference library of pertinent regulations and publications of USPS and applicable Department of Defense (DoD) agencies. Maintains appropriate stock level of materials, supplies and furnishings to operate the mailroom and associated equipment. Performs other duties as assigned. Requirements Conditions of Employment Federal employment suitability as determined by a background investigation. May be required to successfully complete a probationary period. Participation in direct deposit is mandatory. Information Assurance Certification is a condition of employment. Per DoD 8570.01-M, the incumbent must achieve the appropriate IA certification within six months of assignment of these duties. Must be able to obtain/maintain appropriate security clearance This position is designated as Essential Personnel and may be subject to duty in preparation for, or in response to, a state emergency or disaster declaration. This designation will not exceed 14 calendar days per year unless otherwise approved in advance by the TAG. Qualifications GENERAL EXPERIENCE: Experience, education, or training which indicates the candidate performed progressively responsible clerical, office, or other work that indicates ability to acquire the knowledge and skills needed to perform the duties of the position to be filled. Experience using computer and automation systems. SPECIALIZED EXPERIENCE: 1 year equivalent to at least next lower grade level; Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements Education Additional Information Veteran Preference may apply if the first area of consideration are not met. Veterans Information: Veterans' information must be validated by formal submissions including all necessary supporting documentation. You must provide acceptable documents for eligibility. Acceptable documentation may be: 1. A copy of your DD-214, "Certificate of Release or Discharge from Active Duty," which shows dates of service and discharge under honorable conditions. 2. A "certification" that is a written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions not later than 120 days after the date the certification is signed. 3. You may obtain a letter from the Department of Veterans Affairs reflecting your level of disability for preference eligibility by visiting a VA Regional Office, contacting a VA call center or online. If claiming over 30% disability a SF-15 is required to be submitted with your letter. NOTE: Prior to appointment, an agency will require the service member to provide a copy of the DD-214. If you are a male applicant who was born after 12/31/1959 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency (https://www.sss.gov/RegVer/wfRegistration.aspx).