JOB
The employee in this position works under the general direction of a higher level official and is responsible for routinely mailing and routing. He/she performs clerical and technical work operating a PBX Console / telephone system to route incoming, outgoing and interoffice calls. He/she also performs general messenger work, collecting, receiving, and delivering incoming and outgoing mail or packages. As directed, he/she may also be involved in the performance of light custodial work, or general office tasks of a simple and routine nature.
EXAMPLE OF DUTIES DUTIES (NOT ALL INCLUSIVE)
Time stamps, assorts and routes incoming mail and prepares outgoing mail for distribution.
Verifies information on all outgoing mail for accuracy.
Delivers and/or picks up mail and packages. Prepares packages and separates mail for postal delivery.
Receives all incoming telephone calls, provides general information to callers, and route calls and takes messages.
Types labels, envelopes, vendor letters, returned checks, lists and other documents.
Distributes materials and manages operating cleaning supplies.
Performs other related duties as required or assigned.
SUPPLEMENTAL INFORMATION FACTOR 1 – KNOWLEDGE REQUIRED BY THE POSITION
Knowledge of the operation of a multi-phone system and the organizational of the Agency in order to direct calls.
Knowledge of office machines and equipment.
Ability to handle heavy traffic loads under pressure.
Ability to handle all persons with courtesy.
Knowledge of the functions, locations, and organizational components of the Agency (to sort and deliver mail) and most governmental offices.
Knowledge of mail handling for processing documents/ packages efficiently.
Ability to drive.
FACTOR 2 - SUPERVISORY CONTROLS
The Messenger/Receptionist receives general supervision from a higher level official who defines the objectives, priorities and deadlines. The Deputy Director of Administration and Finance periodically reviews work to assess whether it conforms with established policies and procedures and for promptness and accuracy of mail distribution.
FACTOR 3 - GUIDELINES
The guidelines consist of standard operating procedures. Judgment must be used in interpreting and applying guidelines. Ingenuity, resourcefulness and good judgment are required to resolve some of the issues that will arise.
FACTOR 4 - COMPLEXITY
The job requires attention to detail and multiple tasking a PBX console in addition to processing mail items. These tasks may involve answering the phone, opening and distributing letters.
FACTOR 5 - SCOPE AND EFFECT
Accuracy and reliability in the processing and flow of mail and the delivery of packages facilitates accomplishing work at the Agency. Operation of a multi-phone system in relaying, placing and receiving a large volume of incoming and outgoing calls.
FACTOR 6 - PERSONAL CONTACTS
Contacts are with other government agencies, and the general public.
FACTOR 7 - PURPOSE OF CONTACTS
Contacts are for the purpose of exchanging information, reporting problems, making routine deliveries and picking up mail.
FACTOR 8 - PHYSICAL DEMANDS
The work involves considerable walking with occasional lifting of packages, weighing up to 20 pounds.
FACTOR 9 - WORK ENVIRONMENT
The work environment is within an office setting with daily trips to other government offices, and /or post office.
