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 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:
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:
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.
