EPA Mailroom Supervisor (Pending Contract Award) - Tommy Nobis Center : Job Details

Job DescriptionPosition SummaryUnder the supervision of the Nobis Enterprises Senior Manager, the Supervisor provides leadership and direction to employees while working alongside the team for mailroom services for the EPA office in Philadelphia, PA. Responsible for the following job functions and responsibilities based on the individual contract office needs.Job Functions and Responsibilities

• Sort and meter incoming mail from inter-office, intra-office and external sources (I.e. US Ground Mail, UPS, FED EX, etc.) and prepare for internal distribution.
• Responsible for distribution and metering all outgoing UPS and USPS mail daily.
• Maintain computerized record system of specifically handed mail such as express, certified and mail receipts.
• Mail received with insufficient mailing address will be researched against the organizational directory.
• Open and determine the delivery point of inaccurately addressed and damaged mail returned by USPS.
• Prepare a comprehensive Mail Handing Report (Total count of all mail) making all records and reports available upon request of the Contracting Officer Representative (COR) and Manager of Industry Integrated Employment.
• Provide general administrative support such as filing, photo coping, faxing documents, answering telephone calls, updating reservation calendar for conference room training and events.
• Set up equipment required for video-conference and satellite training. Set up and breakdown of tables and chairs as needed for training sessions.
• Troubleshooting office equipment problems, making equipment repair calls and serving as a point of contact in coordinating equipment repair.
• Responsible for inventory control services for all office supplies. Responsible for inventory control services to receive, store, issue, order and maintain inventory accountability for office supplies.
• Monitor staff as they progress through their work assignments, assess their knowledge, understanding and overall ability to complete production goals. Provide constructive feedback that emphasizes strength and improvement.
• This position will ensure that customer issues are addressed and the management, direction, planning, training and other functions necessary for an effective mail and distribution service operation are performed based on the statement of work.
• Act as a liaison to the designated COR on a daily basis.
• The Supervisor should identify the correct mail stop for courier delivered packages for acceptance and signature by the addressee i.e. the EPA customers or the recipient who accepts on behalf of the addressee.
• The Supervisor is responsible for sorting mail by mail stop codes and/or organizational symbols for business unit pick-up of mail received within a set period of time detailed in the statement of work.
• Maintain security management control over all government-furnished space.
• Must be able to complete light lifting up to 50 pounds
• Establish methods to ensure that all keys and electronic media are safeguarded and are not used by unauthorized personnel.
• Establish, maintain and follow written procedures for security incidents, such as suspicious packages and mailroom security breaches that include the protocol for proper contacts and notification.
• Responsible for coordination of time sheets, accident/injury reports, leave requests, and other reports as required by Nobis Enterprises' policy.
• Attend all Nobis Enterprises functions and supervisor training and meetings.
• Must schedule work in an efficient and responsive manner, i.e., scheduling pickups, etc.
• Supervise work and ensure that all materials and participants are in place to complete tasks.
• Maintain inventory of supplies needed to perform all aspects of the job as outlined in the statement of work.
• Must maintain an excellent attendance record.
• Supervisor will be available during operation hours and will ensure that the facility is staffed daily as required.
• The Supervisor will ensure that security procedures are constantly practiced.
• The Nobis Supervisor will ensure that surveys and logs are completed on a daily and quarterly basis.
• Other duties as assigned.

Experience and SkillsTRequired Experience and Qualifications

• High school diploma or GED equivalent; or any combination of experience education or training that would provide the level of knowledge, skill and ability required.
• Mission driven, guided by core values and a pleasure to work with.
• A demonstrated knowledge of Microsoft Office, Outlook, Word, Excel and PowerPoint
• Knowledge of people with special needs and experience with DOL standards.
• Experience with mail rooms operations and office experience is a plus.
• Supervisor should have general understanding of OSHA, Base and State and Federal regulations.
• Must pass drug screen and federal background check.
• Eligibility to work in the United States.

Core Competencies/ Special Skills/ AbilitiesFlexibility and Adaptability:

• Adjusts behavior, style or schedule as situations change.

Initiative, Interest and Motivation:

• Originates actions and actively influences events. Offers suggestions without waiting to be asked. Anticipates and responds to others' needs promptly and courteously.

Interpersonal Communications:

• Effectively express self. Listens attentively. Creates a climate of open communication. Respects confidentiality and privacy. Treats people with dignity and respect.

Management Support:

• Keeps supervisor well informed of status of assignments. Responds to requests and leadership of supervisor. Helps supervisor gain support for unity goals and plans.

Planning, Productivity, and Time Management:

• Demonstrates ability to set goals, assign priorities, anticipate problems, establish limits and achieve results. Completes multiple tasks with timeliness. Schedules and uses time efficiently. Achieves quality results.

Problem Solving and Analytical Skills:

• Identifies problems, secures relevant data to identify possible causes. Generates alternative courses of action and possible causes. Reaches conclusions and solutions based on thorough analysis and reasoning.

Written Communications:

• Express ideas and information clearly and concisely in written form.

Attendance and Punctuality:

• Employee can be depended on to be at work; when absent follows appropriate callout procedure. Reliability to be at work, meetings and appointments on time.

Organizational:

• Strong organizational skills needed to prioritize all aspects of contract operations.

Leadership:

• Strong leadership qualities required to supervise employees and effectively interact with varying levels of site personnel

Analytical:

• Strong analytical skills needed to analyze various job tasks and develop strategies to train individuals in these tasks.

Other QualificationsMental Effort:

• Ability to work independently, set priorities, and coordinate all aspects of contract operations.
• Ability to make judgment decisions in following established guidelines.

Physical Requirements:

• Ability to stand and sit for long periods of time; ability to lift and move items up to 25 pounds without assistance.
• Have a full range of motion in upper and lower body.
• Be able to reach overhead.
• Be able to work in various positions, including, but not limited to, stooping, standing, bending over, sitting, kneeling and squatting for extended periods of time.
• Good hand dexterity.
• Good eyesight.

Visual Effort:

• Environment is a well-lighted facility requiring average amount of visual effort. Adaptable to driving conditions - vision correctable to 20/20.

Safety:

• Follows all prescribed safety regulations to diminish accidents.
• Understanding of OSHA safety requirements.
• Knowledge of evacuation procedures and the whereabouts of exits and fire extinguishers.
• Immediately report circumstances you consider may present a hazard to yourself and others.
• Report any accident whether minor or major.

Declaration:This job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee. They may be subject to change at any time.Work EnvironmentThe work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.