|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00024748 |
Description Activated On: 5/21/2026 8:58:38 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Supervise staff in machine preparation, operation, trouble shooting and general maintenance of sophisticated computer driven, high speed, mail insertion machines and associated peripherals. Responsible to oversee the processing of a large volume of time sensitive forms, ensuring deadlines are met and to ensure form accountability and quality control measures are followed. Additional responsibilities are: Initiating maintenance request and coordinating preventative maintenance schedule; Inventory and ordering of operational materials and supplies, Creation of daily manifest for vendor pickup of mail, Completion of production and operator reports utilizing accounting software, Evaluation of staff and performance standards. |
|
Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Supervise staff engaged in form inserting operations and the general repair and adjustment of mail inserting machines in the Mail Distribution Center, which is a labor-intensive work site that is under daily time constraints and processing deadlines. In the event of high volume workload, backlog or high priority mailing, required to work overtime and assemble crew of machine operators to ensure mailings are completed in accordance to timeframes. • (2) Bell & Howell – Ascender 16 • (2) Bell & Howell – Producer EVO • (2) Bowe Bell & Howell – Enduro at additional Labor and Industry supported locations • (4) Pitney Bowes – Infinity • (8) Pitney Bowes – Postage Security Device (Meter) Plan, organize and delegate work on a priority basis to ensure smooth processing and timeliness completion. Resolve equipment malfunctions, consult with lead worker, if necessary initiate vendor/service technician maintenance request and maintain record for each individual machine. Perform form accountability and quality control procedures. Develop training schedule for new employees; train staff on all equipment and new procedures. Develop and purpose new operational procedures or job standards when necessary. Prepare and perform employee performance review (EPR) evaluations. Determine labor and postage costs for specific jobs. Update and post required Right to Know-Material safety data sheets (MSDS) information. Resolve employee’s complaints and recommend disciplinary action as necessary. Assist in interviews and recommend applicants for vacancies. Determine labor coding for staff and ensure daily input. Verify employee CATS and approve in ESS. Approve/disapprove leave based on selection period requirements and operational requirements. Maintain schedule and record of leave and notate on departments Resource Calendar. Maintain overtime equalization records. Responsible to conduct monthly meetings with subordinates to address current status, upcoming events, past lessons learned, new procedures, etc. Perform weekly inventory of envelopes and insert forms. Determine operational needs and order material via the Supplier Relationship Management (SRM) system as a requisitioner and enter Goods Receipts in SRM when necessary. Manage limited storage space, ensuring sufficient supplies while maintaining adequate operational area. In addition, conduct monthly inventory and order essential operational/equipment supplies to sustain operation. Determine US postal supply needs i.e., Mailing Trays and Tubs and order via USPS MTEOR website and to inform DGS Presort daily replenishment APC’s aka All Purpose Carriers for next day delivery. When needed, contact USPS dispatcher for late pickup of mail when necessary. Operate, analyze, and utilize Bell & Howell IQ software tracking system to complete accurate processing of all materials. Perform and assist IQ reconciliation. Advise Manager of issues. Assist Manager to correct issues within the system when necessary. Maintain form processing requirements, keeping operators abreast with current requirements in accordance with program area instruction. Responsible to replenish postage funding for eight Postage Security Devices (Federal, State, and Social Security Association funded) Ensuring sufficient funds remain available for all meters and account balance is not exceeded. Prepare daily, weekly, monthly, and yearly production reports utilizing the Pitney Bowes Business Manager accounting system/Bell & Howell IQ tracking system to compile data for the following: • Daily - pick-up slips for six DGS Presort jobs / complete job processing and reconcile IQ files • Weekly Regional ETA Report • Monthly production reports • Monthly Individual production report • Interim & Annual Individual Evaluation Performance Review Maintain detailed maintenance records Assist in the Operation of all mail inserting machines when necessary. Assist in the operation of State owned vehicle when necessary. Lift up to 50 pounds. Perform other Mail Distribution Center tasks as required. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Determination of Job/System parameter requirements Determine job precedence Change employee assignments to ensure all work is processed daily Determine weekly supply needs for machine room operation Approve leave based on operational requirements |
||||||||||||||||||||
Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. Class C Driver's License 2. N/A 3. N/A 4. 5. 6. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|