The primary purpose of the position is to lead the mail clerks who sort, and route all mail and packages received at the Medical Center on a timely basis. The incumbent is responsible for a wide range of assignments such as daily workflow, monthly reports

Duties

The Lead Mail Clerk is responsible for ensuring that the mail clerks work assignments are carried out accordingly by performing a range of duties. The duties and responsibilities include but are not limited to the following: Coordinates the workflow within the mailroom in an effort to meet the organizational vision of the facility team. Monitors and reports on the status and progress of work and checking on work in progress and reviewing completed work to see that the supervisor's instructions on work priorities, methods, deadlines, and quality have been met. Includes reading, sorting and routing materials received in the mailroom. For example, if the correspondence inquiries about medical care entitlement, the incumbent will determine if the correspondence is for inpatient, outpatient or fee outpatient care. Ensure that the organization's strategic plan, mission, vision, and values are communicated to the team and integrated into the teams, strategies, goals, objectives, work plans, work products and services Coaches the team in the selection and application of appropriate problem-solving methods and techniques, provide advice on work methods, practices and procedures, and assist the team and/or individual members in identifying the parameters of a viable solution. Familiarity with copyright laws and the ability to determine when reproduction requests are in violation of established laws and the procedures to follow to get permission to reproduce copyrighted material. Receives all facility mail from external sources, e.g., U.S. Postal Service, UPS, and Federal Express etc. Receives and handles hazardous and/or perishable materials, urgently needed sensitive documents, e.g., Express Mail, Priority Mail, patient checks, etc., varying amongst the different carriers but generally requiring an employee's signature acknowledging receipt. Signed receipt for these materials places personal responsibility upon the incumbent for the control, safety, timely and accurate delivery of the mail piece(s) within the facility. Incumbent exercises personal judgment for refusing delivery of materials inaccurately addressed for materials which would place a financial liability upon the Government simply by acceptance of delivery and for legal documents which must be personally delivered to the addressee. Receives and separates facility internal mail for redistribution within the facility from mail to be delivered externally. Mail not addressed to a specific office or MDP is opened and analyzed to determine the intended recipient. Mail pieces are assessed to determine the necessity for control and/or date stamping. Assesses all outgoing mail for proper and complete addressing, proper labeling, and packaging. Incumbent will on own authority refuse mail pieces where packaging, labeling, endorsements or addressing are so insufficient as to hinder or delay delivery. Certain mail, because of pecuniary liabilities, sensitivity or other reasons must be "controlled", Such mail is analogous to registered mail service through USPS. Work Schedule: Full Time. Monday-Friday. 7:30am-4:00pm. Virtual: This is not a virtual position. Position Description/PD#: Lead Mail Clerk/PD03025O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

• 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)

Qualifications

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-6 position you must have served 52 weeks at the GS-5. 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. Specialized Experience Required: The Lead Mail Assistant will serve as a working lead and will perform the full functions of a Mail Clerk, which includes reading, sorting and routing materials received in the mailroom. For example, if the correspondence inquiries about medical care entitlement, the incumbent will determine if the correspondence is for inpatient, outpatient or fee outpatient care. Must be able to articulate changes in mail and reproduction procedures to clinical and administrative service line personnel. Familiarity with copyright laws and the ability to determine when reproduction requests are in violation of established laws and the procedures to follow to get permission to reproduce copyrighted material. Knowledge of the organizational structure and functions of a national headquarters office and of its sub-elements to route any type of material of any of a wide variety of different topics by subject-matter content. Knowledge of legal, technical, financial, and professional subject matter to classify materials, to search for precedent materials, to prepare digests of file contents, and to route materials to subject-matter specialists within any of a large number of organizational entities. Knowledge of agency and U.S. Postal Service requirements to process incoming and outgoing mail, establish distribution patterns and codes, etc. YOU WILL ALSO BE RATED ON THE FOLLOWING COMPETENCIES AS LISTED: Computer SkillsCustomer Service (Clerical/Technical)Lead or SuperviseTechnical Competence

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address VA Northern California Health Care System 10535 Hospital Way Mather, CA 95655 US
• Name: Vickie Pahl
• Phone: 925-356-4008
• Email: [email protected]