Mail and File Clerk

As a Mail and File Clerk for the Deputy Assistant Secretary for Finance, Debt Management Center, St Paul, MN you will:

Review incoming miscellaneous materials including mail, publications, directives, etc., performs presort into action and information categories; reads action material and routes non-control items to appropriate unit or units by technical subject-matter content.

Determine full routing, number of copies required, and assigns due date in consideration of amount of time allowed by originator for reply.

Maintain suspense date for replies and follows up on over-due correspondence.

Responsible for opening, dating, and the initial sorting of incoming correspondence properly identifying appropriate category type

Process incoming and outgoing mail and teletype messages in accordance with agency and postal service requirements.

Establish new (or updates old) distribution patterns and codes; maintains suspense files for follow-up after assigning; and performs similar related duties.

Analyze materials to identify primary subject matter and assigns proper classification from among numerous overlapping possibilities.

Screen and separate materials related to, special projects and programs.

Conduct searches for reference materials and research to find information related to specific cases, considering all possible avenues of approach or reasons why desired information may not yet be in the files.

Ensures outgoing correspondence is organized accurately when preparing and programming documents promptly for mail metering machines.

Incumbent ensures outgoing mail is properly addressed.

Transport personnel, equipment and/or supplies from the designated work site to an alternate work site or destination via government issued vehicle.

Work Schedule: Regular office hours; Alternate work schedules are available

Position Description Title/PD#: Mail and File Clerk GS – 5 PD-02829A

Promotion Potential: GS-05

Time-in-grade: There is no time in grade requirement for this grade. Specialized Experience:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

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.

To qualify, applicants must have one year of specialized experience equivalent to at least the next lower grade ( GS-04 ) in the normal line of progression for the occupation in the organization. Specialized experience is defined as work that involves (1) Skills in prioritizing and analyzing a number of concurrent tasks. (2) Opening, dating, and initial sorting of incoming correspondence. (3) Experience in analyzing various documents and routing them to the proper unit or office. (4) Processing records. (5) Organizational and analytical skills in order to ensure that the proper evidence/documents is/are associated with the correct electronic folder. (6) Proficient with US mail processing to include use of Pitney Bowes postage machines. (7) Knowledge of equipment set up, adjustment, operating procedures, and corresponding levels of skill to set up, operates, and adjust the equipment.

OR

Applicants may substitute education for the experience required. For the GS-05 , Education must be 4 years above a high school education.

OR

Applicants may also combine education and experience to qualify. To calculate, first identify the percentage of required education you have earned. Applicants may also combine education and experience to qualify at the GS-05 level. To calculate, first identify the percentage of required education you have earned. When substituting, you cannot use the first 60 semester hours that you earned. Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent to qualify at the GS-05 . For example, an applicant who has 75 semester hours of education (i.e. 15 semester hours beyond the second year, which is the equivalent of 25% of the required education) and has 9 months of specialized experience, would have the 1 year combination required for the position.

Physical Requirements: The work is sedentary.Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work.

The following documents are required for all applicants:
Resume

The documents listed below are not required for all applicants, however some applicants may need to submit them to demonstrate eligibility and/or qualifications:

Cover Letter

DD-214

Other Veterans Document

Resume

SF-15

SF-50

Transcript

Current Federal Employees:
If you are applying using your status as a current federal employee or as a VEOA candidate (who is a current federal employee) you must submit an SF-50.

To support your claim that you have the required time-in-grade, you must submit your most recent promotion, within-grade increase, or appointment SF-50.

If you previously held a higher grade, you must also submit an SF-50 showing that grade. Resume

Your resume may be submitted in any format, however we strongly recommend using USA Jobs resume builder as it contains all of the information required on federal resumes.

For qualifications determinations your resume must contain hours worked per week, the dates of employment, and the level of your experience. If your resume does not contain this information you will not receive consideration for this position.

If you submit more than one copy of your resume, only the most recent version will be reviewed. The latest timestamp will be used to determine which version of your resume is “most recent.” It is your responsibility to check the status and timestamp of all documents you submit as part of your application.

If your resume includes a photograph or other inappropriate material or content, it will not be used to make eligibility and qualification determinations and you may not be considered for this vacancy. Applicants claiming veterans’ preference must also submit:

A legible copy of your DD Form 214, “Certificate of Release or Discharge from Active Duty,” showing all dates of service, as well as character of service (Honorable, General, etc.). The member 4 copy of your DD Form 214 is preferable. Copies of DD-214’s can be requested here .

Current active duty members must submit a signed statement of service from their commander dated within the last 120 days that contains their expected discharge date, their release from active duty under honorable conditions, any medals awarded, and the timeframe of their service so eligibility can be determined.

Veterans claiming 10 point preference must also submit an SF-15 and all documents indicated on the form as proof of type of preference. This includes a VA letter supporting your disability claim with the overall percentage listed.

If you are unsure as to whether you qualify for veterans’ preference, please consult the U.S. Department of Labor’s Veterans’ Preference Advisor here . Transcripts

If you are basing all or some of your qualifications on education or if a degree is required for the position, a transcript must be included as part of your application package.

Unofficial transcript(s) may be submitted, however it must contain the course names, levels, credits earned, and grades received.

Your transcript must contain the degree conferred date if you are substituting a degree for experience.

If you are claiming superior academic achievement (SAA) ensure you submit completed transcript(s) to demonstrate it. The requirements for superior academic achievement can be viewed here .

A photocopy of your degree is not acceptable in place of a transcript.

An official transcript will be required at a later date if you are selected for the position. Applicants claiming CTAP/ICTAP eligibility must also submit:

Certification of expected separation, reduction-in-force separation notice, or notice of proposed removal; and your most recent performance evaluation; and an SF-50 demonstrating your separation or the position you will be separated from. Or

Worker’s compensation separation: agency certification of inability to place employee and notification of separation or a separation SF-50. Or

Disability annuity termination: Notification from OPM of disability annuity termination and separation SF-50 of the last position held. Or

Military reserve or National Guard technician special disability retirement annuity under 5 U.S.C. 8337(h) or 8456: Certification of special disability retirement annuity from a military department or National Guard bureau and separation SF-50 of the last position held Failure to submit any of the above mentioned required documents may result in loss of consideration due to an incomplete application package. It is your responsibility to ensure all required documents have been submitted. You will not be contacted for additional information.

In addition to the information listed above, please use this checklist to ensure you have included other documents required for your application.