This position is located at the VA Eastern Kansas VA Healthcare System (VAEKHCS), Supply Chain Management Service. The incumbent serves as 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, and Facility Reproduction program.

Duties

VISN 15 is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. Duties include but not limited to: Responsible for daily oversight and supervision of the mail room, reproduction and paperwork management activities. Ensuring that staff are properly trained in the mail room and reproduction activities are managed in accordance with VA and other regulatory requirements. Directs and coordinates activities of the Support Services Unit that includes mail room, reproduction, publication and paperwork management activities, and copiers and faxes. Manages copiers and faxes for the entire organization and serves as COTR for copiers, faxes, and other related equipment. Incumbent integrates workload and assignments to fully utilize all available resources. Makes work assignments and establishes work schedules for mail room, reproduction and paperwork management staff. Provides guidance and counsel necessary to meet procedural and administrative requirements relating to mail & reproduction management. Insures all tasks in assigned areas are completed properly and without delay through daily monitoring, reviewing, training and work adjustments. Works in close coordination with responsible administrative staff related to mail room & reproduction activities, and telecommunication problems. Incumbent manages fund control points for mail room activities, contract copiers and fax leases. Responsible for inventory of all fax and copier equipment leased or purchased for both medical center campuses and Community Based Outpatient Clinics (CBOC's). Performs the administrative and personnel management functions relative to staff supervised. Resolves grievances and complaints, counsels employees concerning their responsibilities, recommends disciplinary action when indicated and initiates action for recognition of exemplar work. Prepares recurring and non-recurring statistical reports for presentation to program manager. Analyzes the necessary human resources, equipment and space to effectively support the mission of the individual organizations. Maintains an awareness of advancements in equipment and training for new techniques in the field. Other duties as assigned. Work Schedule: Monday - Friday, 8:00 am - 4:30 pm CST Position Description/PD#: Supervisory Mail Clerk/PD099190 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, 02/19/2024. 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-08 position you must have served 52 weeks at the GS-07. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing administrative support to a department within a large organization. Data processing and database management. Conducting interviews and managing relationships with individuals with diverse backgrounds. Comprehensive knowledge in the use of personal computers and various software packages. A complete and thorough understanding of mail classes and special mail services. Operating highly integrated automated systems to complete multi-step processes for a final product. Basic understanding of the tenets stated within the Federal Express Statutes. Complete and thorough knowledge of VA and VHA policy on processing mail at VHA facilities, especially VHA Directive 96-036, which is the only definitive guideline published by VA on mail metering operations. You will be rated on the following Competencies for this position: Attention to DetailCommunicationCustomer ServiceFlexibilityTeamwork 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: The position places several physical demands upon the incumbent. Deliver; routes require extensive walking and travel outside between buildings 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. The position requires the operation of a Cushman motorized vehicle, Cushman electric tug with a trailer, on the facility grounds. For mail off site to multiple points, 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.

Contacts

• Address VA Eastern Kansas Health Care System 2200 SW Gage Blvd Topeka, KS 66622 US
• Name: Tonya Lovelace
• Phone: 316-469-0917
• Email: [email protected]