INTERMITTENT MAIL CLERK

Code: 09025 Local Non-Competitive

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under direction of a Principal Mail Clerk or other supervisor in a state department, institution, college, or agency or local jurisdiction, performs routine work concerned with delivering, receiving, sorting, distributing, and preparing a volume of mail; does other related duties as required.

Examples of work

• Does routine work concerned with receipt, sorting, and distributing of interoffice and US mail.
• Performs routine work involved with receipt, date stamping, and intradepartment distribution of incoming letters/packages.
• Ensures that proper signatures are obtained where necessary.
• Does routine work concerned with folding, inserting, sealing, and labeling operations.
• Performs basic maintenance/repair work on related machines.
• Makes regular/special runs for intradepartment collections of outgoing mail.
• May drive, load, and unload the mail truck.
• Prepares outgoing mail for delivery to a state/local department post office.
• May weigh, stamp, and deliver outgoing mail directly to the US Postal Service.
• Maintains records and files.
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Knowledge, skills and abilities

• Knowledge of federal laws/regulations and department/jurisdiction regulations pertaining to processing of mail and their application to specific situations after a period of training.
• Knowledge of US postal regulations pertaining to special delivery, registered, insured, special handling, and other specialized categories of mail after a period of training.
• Knowledge of operations, adjustment, repair, maintenance, and potentialities of the following office appliances: inserting/sealing machines, addressograph/ graphotype machines, and shredder machines after a period of training.
• Knowledge of the types/qualities of various types of envelopes, cards, and other materials which are used in various programs after a period of training.
• Ability to follow strict procedures for the receipt, date stamping, and intra-department distribution of incoming mail/packages including recording of signature where required.
• Ability to follow strict delivery/pickup schedules.
• Ability to organize clerical/mechanical work involved in the mail section and develop effective work procedures.
• Ability to keep daily accounts of postage costs charged to various units.
• Ability to determine proper amounts of postage required for letters/packages.
• Ability to drive the mail truck if required.
• Ability to maintain records.
• Ability to perform clerical duties.
• Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, and communicate in English sufficiently to perform duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
• <b>SPECIAL NOTE</b>
• The intermittent designation shall be utilized only where the work responsibilities are characterized by unpredictable work schedules that do not meet normal criteria of regular, year- round full-time or part-time assignments. Such category is not to displace or be used in place of regular full-time or part-time employees.
• <b>Assignment of Work</b>
• Assignment of work hours to intermittent employees shall be based on managerial needs and shall be limited to work that is appropriate to the class title.
• <b>Furlough and Recall</b>
• Whenever it is necessary to furlough intermittent employees, furloughing will be done in the inverse order of seniority based on official records at the end of the last pay period. A furlough means that an intermittent employee cannot be scheduled for work within the next week. Reasonable advance written notice of furlough action shall be given to the employee. A furlough will not be considered a layoff and will not require the issuance of the forty-five (45) day notices. The seniority organization unit for purposes of furlough selection will be employees currently working in a designated work unit, prior to use by the appointing authority, designated work units must be submitted to and approved by the NJ Department of Personnel. Seniority shall be determined by the number of regular hours worked by the intermittent employee. Recall from furlough will be made in seniority order from the most senior to the least senior employee from among furloughed employees who are assigned within a designated work unit that may be the local office and/or satellite office. In cases of equal seniority, the tie will be broken by determining the number of hours the employees were in pay status under special service during the last two-(2) years immediately preceding their conversion to an intermittent title. Recall of employees may be extended on a regional or statewide basis if the recall list for the work unit has been exhausted.
• When the recall procedure is extended beyond the work unit, or when the recall is for less than four hours of work, the termination actions listed below will not apply when the intermittent employees cannot be contacted or refuses an offer of recall. However, when an offer of recall is accepted to a work unit other than the one from which the employee was furloughed, the new work unit will become the employee's seniority organization unit for future furlough and recall actions.
• Recall actions shall be initiated during the first two-(2) hours or the last two (2) hours of the workday. If the department is unable to contact the employee during these times, the next employee on the recall list will be called until a sufficient number has been secured. If a department is unable to contact an employee on two (2) consecutive occasions, the employee shall be notified in writing of the specific dates and times the contacts were made. Employees will be given five (5) calendar days from date of receipt to advise of their current availability for future scheduling. Failure to respond as directed shall be considered a resignation. If on the next occasion the same employee is unavailable, this also shall be considered a resignation.
• Intermittent employees who are contacted and refuse an offer of recall for reasons other than verified illness, disability, or approved leave may be resigned.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.