Mail & File Clerk is the primary principal resource to receive and process incoming mail and packages from internal/external sources from US Postal Service (USPS), United Parcel Services (UPS), Federal Express (FEDEX), DHL, or contract carriers. Performs a variety of clerical & administrative duties as file maintenance and motor vehicle dispatch and maintenance. Provides key services supporting the veteran population served by the VACHS Mayaguez OPC, Arecibo CBOC, Comerio & Utuado Rural Clinics.

Duties

Duties include but is not limited to: Responsible for processing and safeguarding official mail in accordance with established security and postal policies, regulations, and procedures. Screens and processes outgoing mail to ensure adherence to USPS and agency procedures, e.g., proper return and forwarding addresses are used, and proper packaging of contents. Picks up and delivers mail to all delivery points in the facility, during the delivery rounds. Assesses and picked up mail for delivery to the remaining points on the delivery schedule. Maintains accountability records and registers of all incoming and outgoing classified/accountable material and other material requiring special handling. Protects printed and electronic files containing sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws, federal regulations, VA statutes and policy, and VHA policy. Utilizes electronic signature tracking system on all incoming packages for tracking purposes. Report signs of tampering or any suspicious items to their team lead or Supervisor immediately. Possess a valid government vehicle drivers' card. Protects data from unauthorized release or from loss, alteration, or unauthorized deletion. Follows applicable regulations and instructions regarding access to computerized files, release of access codes, etc. Performs administrative and/or clerical tasks in support of various clinic functions such as establishing and maintaining office files records, collating documents, preparing folders, etc. Perform shredding of sensitive documentation on a daily basis. Answers routine questions in a timely and accurate manner and provides information when routine procedural matters are involved. Perform activities for the reception area or visitor center, including receiving visitors and phone calls, determines nature of request and refers callers or visitors to appropriate staff. The Transportation Coordinator: Schedules and dispatch vehicles to employees for official business purposes. Compiles a list of available vehicles, assigns vehicles according to factors, such as length and purpose of trip, or passenger requirements, and preference of user. Issues keys, record sheets, and credentials to drivers. Records time of departure, destination, mileage, fuel and expected time of return. Investigates overdue vehicles Coordination and planning of vehicle preventive maintenance and vehicle maintenance and reports, any damage and/or problems detected during preventive maintenance checks and services (PMCS) to the Mayaguez Administrative Officer. Performs other duties as assigned. Work Schedule: 7:30 AM - 4:00 PM Monday - Friday Telework: Ineligible Virtual: This is not a virtual position. Position Description/PD#: Mail & File Clerk/PD133930 Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/11/2024. Specialized Experience: Examples of general experience would typically include, but are not limited to: Receives and process incoming mail and packages from internal and external sources, as US Postal Service (USPS), United Parcel Service (UPS), Federal Express (FedEx), DHL, or contract carriers. Picks up and delivers mail to all delivery points in the facility. Performs a variety of general office support tasks, which encompass different duties and responsibilities. Operates computer systems, and/or performs data processing support and service functions requiring knowledge of data processing. Identifies and recommends ways of eliminating, combining, simplifying or improving procedures and processes to make mailroom, reproduction and distribution processes more efficient and effective. Transportation Coordinator. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years above the high school level education. OR, Combination of Experience & Education: Applicants may also combine education and experience to qualify at this level. You must have an appropriate combination of specialized experience and education. You will be rated on the following Competencies for this position:Computer SkillsCustomer Service (Clerical/Technical)Integrity/HonestyPhysical Strength and AgilityProblem Solving 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: Employee performs duties in a work area that require him/her to stand, stop, bend and walking or requires lifting and carrying of packages, or mail bags of moderate weight and occasional lifting and carrying of heavier materials including the use of mail carts and mail baskets. Frequently lifts and carries supplies and mail packages up to 45 pounds. May handle items that weigh over 45 pounds. As well as periods of intermittent driving or sitting in a motor vehicle. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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/.

Contacts

• Address San Juan VA Medical Center 10 Calle Casia San Juan, PR 00921 US
• Name: Rebecca Bretzer
• Phone: 407-319-3059
• Email: [email protected]