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OFFICE SUPERVISOR

Recruitment #14-001442-003

GRADE

11

LOCATION OF POSITION

Baltimore City

Main Purpose of Job

The main purpose of the job is to supervise the employees of the Mail Preparation Services Department. The units function is to process all incoming and outgoing mail and to prepare hard copy documents for scanning into the electronic imaging system. The goal of this department is to have all daily incoming mail processed within 24 to 48 hours of receipt, and to ensure that daily production counts reflect the high quantity of documents received while striving for exemplary quality control.

POSITION DUTIES

•Supervise clerical staff performing a variety of mail services and clerical support tasks. Plan, assign coordinate, review and evaluate the work of staff. Ensure required training. Approve time sheets and requests for leave. Conduct twice yearly PEP’s (Performance Evaluation Program). Meet with Division Director and staff to address unit concerns and inform or update policies and procedures. Ensure quality control of all mail room tasks and functions in accordance with established procedures.
•Read and analyze claim related documents that are received in paper form for accuracy and to insure compliance with WCC’s established procedures. Computer check documents for correct information (claim number, correct address, name and social security number, insurer, etc). batch documents in accordance with the established procedures. Ensure that batched work is forwarded to Scanning & Indexing in an efficient, timely manner.
•Receive, sort, open and time/date stamp incoming mail according to established procedures. Accurately prepare and process outgoing mail according to established procedures.
•Monitor courier service daily to ensure timely and accurate delivery and pick-up of mail throughout the Commission on the same day received.
•Maintain and keep record of the daily task sheets, usage of postage equipment and service requests. Ensure availability of postage for meters. Prepare monthly reports in a timely manner and in accordance with established procedures.
•Answer inquiries from co-workers or the general public regarding incoming and outgoing documents. Meet regularly with supervisor to discuss departmental problems or concerns. Hold meetings with staff to inform/update staff and address department issues or problems.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience:Four years of experience performing clerical duties.

Notes:

1. Additional experience performing clerical duties may be substituted on a year-for-year basis for the required education.

 2. Applicants may substitute education from an accredited college or university at the rate of thirty semester credit hours for one year of experience on a year-for-year basis for the required experience.

 3.Six months clerical training with three courses in subjects such as keyboarding, clerical math, word processing, spreadsheets, database, graphics presentation, proofreading, or office etiquette may be substituted for six months of the required experience.

SELECTIVE QUALIFICATIONS

All candidates must have one year of experience working with Hasler or Pitney Bowes mailing equipment.

(Note: this applies to all applicants who are not substituting four years of education from an accredited college or university for the four years of experience.)

DESIRED OR PREFERRED QUALIFICATIONS

-Two years of experience supervising lower-level clerical duties.

-One year of experience with mailroom operations and familiarity with the US Postal Services policies, regulations and guidelines.

The ideal candidate will possess advanced documented skills in Microsoft Office (Word, Excel, Outlook and PowerPoint).

SELECTION PROCESS

The examination will consist of a rating of the training and experience provided with your application. Submission of a resume is required to submit a completed application and those who do not will be considered incomplete. Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment (eligible) list for at least one year.

BENEFITS

FURTHER INSTRUCTIONS

TO APPLY: Please include your resume along with your completed online employment application. During the online application process, use the Resume tab to select a method for including your resume (Upload Your Resume or Type or Copy/Paste Your Resume). Submission of a resume is required to submit a completed application and those who do not will be considered incomplete.

If you are unable to apply online, or encounter difficulty attaching required or optional documentation, you may submit via mail or deliver in person. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing. Please include your resume along with your completed employment application.

PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION

Completed applications, required documentation, and any required addendums may be mailed to:

Workers' Compensation Commission
Attn: 14-001442-003
10 E. Baltimore Street, Personnel Division
Baltimore, MD 21202

TTY Users: call via Maryland Relay

We thank our Veterans for their service to our country, and encourage them to apply.

WCC is an equal opportunity employer. It is the policy of WCC that all persons have equal opportunity and access to employment opportunities, services, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability or veteran status.




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