TITLE Postal Services Specialist
CLASSIFICATION NUMBER 5328
IMMEDIATE SUPERVISOR Copy This Supervisor
MAJOR ADMINISTRATOR Manager,Printing and Postal Services
The Postal Services Specialist operates a United States Postal Contract Station located on campus and complies with federal postal rules and regulations in the sale of postage and money orders, processing of outgoing mail, and the receipt, handling, and distribution of certified, registered, insured, express, and regular mail. The Postal Services Specialist prepares a daily financial report and a daily cash deposit from postage sales which is sent to the U.S. Postal Service, prepares vouchers and payment request forms for reimbursement for the sale of stamps to departments, and a weekly inventory to balance and reconcile cash and stamps on hand.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent is required and at least two years of progressively responsible bookkeeping, purchasing, and/or accounting experience is required; each thirty hours of college credit can replace one year of the required experience. Specialized training beyond the high school level emphasizing cash handling, accounting for cash, purchasing, business office procedures, and/or bookkeeping or accounting is preferred. Previous postal service experience is preferred.
Skills: Effective verbal and written communication skills are required. Excellent interpersonal skills are required. Knowledge of and aptitude with accounting procedures, tested and proven clerical aptitude, and the ability to operate a 10-key calculator and perform data entry on a personal computer are required. A working knowledge of word processing and spreadsheet applications is required. Must have a working knowledge of or the ability to learn and use database applications, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department. The ability to maintain moderately complex filing systems and records and make mathematical calculations is required. The ability to train, assign work, and review the work of full- and part-time employees is required. The ability to maintain departmental financial records and accounts and prepare financial reports is required.
Effort: The nature of this position requires lifting and transporting materials, packages, and equipment weighing up to 30 pounds on a regular basis and up to 70 pounds assisted on a occasional basis. Periods of prolonged standing are common.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Contributes to an efficient, prompt, service-oriented postal service for the University campus and community by selling various postage and money orders, express mail, various accountable mails, weighing letters and parcels, computing mailing costs based on type, weight, and destination, setting postage meters and calibrating them to ensure correct operation, and collecting outgoing mail for pick-up by the U.S. Postal Service according to Federal Postal Regulations.
2. Prepares a daily financial report and cash deposit for the U.S. Postal Service and assists the postal service with quarterly reviews of the contract station to verify compliance with postal regulations.
3. Submits vouchers and payment request forms to the Bursar for reimbursement for the sale of stamps to MSU departments and monitors budget transfers and/or credits to departmental accounts.
4. Performs a weekly inventory of stamps and cash to combine with the closing balance, outstanding vouchers, and the postage meter total to balance and reconcile cash and stamps on hand.
5. Promotes a professional, service-oriented mail service operation by answering inquiries concerning campus and U.S. Postal Service mail services and regulations, explaining rates, special types, classes of mail, and packaging requirements, and advising mail service patrons on the most appropriate category and class of mail to meet their needs.
6. Reduces the likelihood for violations of regulations that may result in the loss of the University's authority to operate a United States Postal Contract Station by being knowledgeable of and complying with federal postal rules and regulations in the receipt, handling, and distribution of certified, registered, insured, express and regular mail.
7. Helps to ensure quality customer service by assisting customers with completing forms regarding changes of address, special services such as registered or priority mail, and claims for mail theft or lost or damaged mail.
8. Assists in maintaining an efficient operation by performing assigned routine maintenance on equipment and requesting maintenance services when required.
9. Assists in the development of a competent, productive and effective Copy This staff by providing on-the-job instruction regarding federal postal regulations and the use of postage machines to new employees, setting priorities when appropriate, enforcing University and department policies, and providing input regarding employee work performance as appropriate.
10. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
11. Remains competent and current through reading information, updates, and procedure changes provided by the supervisor, attending professional development courses, software training classes, and/or training sessions as director by the supervisor.
12. Contributes to the overall success of the Copy This operations by performing other essential duties and responsibilities as assigned.
The Postal Services Specialist is supervised by the Copy This Supervisor and may supervise part-time employees.
OFFICE OF HUMAN RESOURCES
REVISED OCTOBER 2016
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.
Factor 3: Responsibility for the Work of Others
Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.
Factor 4: Guidelines
Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.
Factor 6: Work Impact
Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.
Factor 7: Physical Effort and Work Environment
Level 3 - 125 Points: The work environment may include ongoing exposure to unfavorable physical conditions including heat or cold, or working in uncomfortable or confined positions. Work requires regular lifting, carrying, or handling of moderately heavy objects.