Mail Assistant

Summary

This position is located in the Washington Headquarters Services (WHS), Facilities Services Directorate (FSD), which is responsible for the Mail Management Program for Department of War (DoW) activities administratively supported by WHS, as well as Joint Chiefs of Staff (JCS), U.S. Navy, Air Force, and Marine Corps organizations. Serviced organizations total approximately 150. These include DoW, other federal agencies, and public and private officials.

Duties

• Incumbent typical work assignments may include the following: Directs end-to-end mail processing, logistics, and distribution networks across major defense installations (including the Pentagon and Mark Center). Independently examines, classifies, and routes incoming/outgoing, consolidated pouch, and high-priority messenger mail.
• Operates advanced computerized postage metering systems and the Automated Mail Managing System (AMMS) to input operator and customer accounting data, compile production metrics, and generate detailed postage volume and cost reports for leadership to maximize agency savings.
• Performs comprehensive administrative, clerical, and technical support services to maintain optimal office efficiency. Establishes, updates, and maintains office procedures, databases, trackers, and records management systems. Serves as an advisor to staff on administrative and procedural requirements.
• Manages suspense tracking files to ensure timely responses to official correspondence, and executes strict security controls for the receipt, logging, handling, and safekeeping of classified and highly sensitive information.
• Utilizes advanced functions of word processing and data software to design, format, and edit complex correspondence, reports, memos, and statistical tables (including tables of contents, merged mail lists, and multi-column layouts).
• Gathers, consolidates, and summarizes information from files to draft routine, non-technical correspondence. Conducts final administrative quality control reviews on documents prepared by other staff members to ensure compliance with agency formatting and grammar guidelines.
• Manages time-sensitive regional distribution logistics by operating motorized mail carts and government motor vehicles to execute the daily pickup, transport, and delivery of official correspondence, registered mail, and administrative packages across regional office locations.

Education

Education cannot be substituted for experience.

Required Documents

• YOU ARE REQUIRED TO DOCUMENT IN YOUR APPLICATION PACKAGE EVIDENCE THAT SUPPORTS YOUR ELIGIBILITY AND QUALIFICATION CLAIMS. You MUST upload the applicable documents with your application package.
• If you fail to provide these documents, you will be marked as having an incomplete application package and you will not be considered any further.
• All applicants are required to submit a resume limited to two (2) pages showing all relevant experience. Your resume may NOT exceed two pages, and the font size should not be smaller than 10 pts.
• You will not be considered for this vacancy if your resume is illegible/unreadable, you submit a resume that exceeds the two-page limit and/or does not meet the margin or font limitations stated herein and will receive no further consideration.
• 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.” 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 will not be considered for this vacancy.
• Other supporting documents: Cover Letter, optional Current or Former Federal Civilian Employees (includes current Air Force employees): You must submit a legible copy of a SF-50, Notification of Personnel Action.
• The SF-50, block 24 must contain “1” or “2” AND block 34 must be a “1”. Employees eligible under an OPM approved interchange agreement, block 34 may contain a “1” or “2”.
• Promotion Consideration: If you wish to be considered as a promotion candidate and your SF-50 has an effective date within the past year, it may not clearly demonstrate you meet the one-year time-in-grade requirements.
• You will need to provide additional SF-50s which clearly demonstrates you meet the time-in-grade requirements (examples of appropriate SF-50s include Promotions, Within-Grade, Grade/Range Increases, and SF-50s with an effective date more than one year old).
• Veterans Employment Act (VEOA) of 1998 (if applicable) – You MUST submit a copy of your DD-214 (Member 4 copy), and/or other official documentation from a branch of the Armed Forces or the Department of Veterans Affairs showing dates of service and type of discharge.
• Refer to FedsHireVets for additional information on VEOA Military Spouses (if applicable) – You MUST submit verification of the marriage to the service member (i.e., a marriage license or other legal documentation verifying marriage) AND: a copy of your spouse’s active military orders.
• OR verification of your spouse’s 100% service-connected disability (e.g., VA Letter and/or DD-214) OR verification of the service member’s death while on active duty (DD-1300/Death Certificate).
• You are not eligible if you were not married to the veteran at the time of death or have since remarried.
• Interagency Career Transition Assistance Plan (ICTAP) (if applicable) – If you are a displaced or surplus Federal employee, click Interchange Career Transition Assistance Plan (ICTAP) for eligibility and a detailed list of required documents.
• DoD Priority Placement Program applicant supporting documentation ARE YOU A VETERAN CLAIMING SOLE SURVIVORSHIP PREFERENCE OR 5-POINT VETERANS’ PREFERENCE?
• Provide Legible Proof of Service: Upload your DD-214 showing dates of service and character of discharge (e.g., Honorable). If still active, upload an official Statement of Service showing your active dates, expected discharge date, and anticipated character of service.
• Complete the Assessment Questionnaire: Fully document your military history in the Veterans Preference and Military Service Section, ensuring you input your preference type, service dates, rank, character of service, and any disability details.
• ARE YOU A DISABLED VETERAN or CLAIMING 10-POINT VETERANS’ PREFERENCE?
• Disabled veterans, veterans, widows, spouses or the mother of a veteran, who are eligible for 10-point veterans’ preference, you must provide legible copies of the following: Applicable supporting documents as noted on Standard Form-15 (SF-15).
• To obtain a copy of SF-15, go to: https://help.usajobs.gov/working-in-government/unique-hiring-paths/veterans ARE YOU A CURRENT OR FORMER POLITICAL SCHEDULE A, SCHEDULE C, NON-CAREER SES OR PRESIDENTIAL APPOINTEE EMPLOYEE?
• Submit a copy of your applicable SF-50 with a statement that provides the following information regarding your most recent political appointment: with a statement detailing the Agency, Position Title, Type of appointment (Schedule A, Schedule C, Non-career SES, or Presidential Appointee), and beginning and ending dates of your most recent political appointment.