Mail Room Clerk job at U.S. Embassy Uganda | Apply Now

MAJOR DUTIES AND RESPONSIBILITIES

(35%) Mail Administration and Customer Service

Ensuring the efficient flow of mail to customers, and high levels of customer service - Provides incoming and outgoing postal service to customers by sorting and disseminating incoming mail into appropriate mail receptacles. Prepares outgoing mail for dispatch. Utilizes local and international courier services as appropriate. Provides friendly customer service to all mail room customers at the window, including accepting articles for mailing, and assisting customers with Kiosk and "Click-N-Ship" usage. Maintains active and inactive postal directory files. Issues keys or combinations for individual mailboxes for incoming personnel, and processes mail forwarding requests for departing personnel. Answers telephone calls and responds to written communication related to mailroom services. Maintains documents in accordance with records management and retention requirements. Protects and safeguards the thousands of dollars of goods and merchandise that transit the facility.

(25%) Official Mail handling

Maintaining the integrity and safety of the mail that arrives at post - Receives incoming local mail, sorts according to subject matter, organization, or addressee and routes to the appropriate organization or person. Checks outgoing mail for proper addressing, enclosures, postage, etc., and separates out for placement in outgoing unclassified pouches or local postal service for mailing, using franking machine if postage is required. Assists in maintaining all relevant logs for correspondence, packages, contents of unclassified pouches and local mail. Records arrival and delivery of all official mail via ILMS MMS and ILMS DPM module. Explains mail handling procedures and regulations to mission officials and employees. Receives mail handling training from the Diplomatic Security Weapons of Mass Destruction team and opens incoming local mail in the mail screening facility. Reports suspicious items by contacting RSO then IPC. Working with the GSO, Motor pool, HR or Protocol sections, performs delivery within city limits of urgent Embassy origin mail such as, paperwork to other foreign government offices and Embassies when local post is not adequate, urgent invitations to Embassy events, and gratuity deliveries. Schedules inter-office mail runs or sorts and distributes to office mailboxes.

(15%) Recordkeeping

Keeping proper ledgers of mail receipt and delivery to ensure all items are accounted for and properly billed - Performs standard procedures to process unclassified diplomatic pouch, dispatch and receive diplomatic pouches to/from the Department of State and any and other foreign postal agencies. This also involves accurate record keeping of invoices and associated paperwork related to pouch operations. In this role, the position performs all duties as required to ensure efficient and rapid dispatch of materials from ICASS supported Embassy sections and agencies utilizing private couriers. Reports violations of the use of the pouch to the supervisor and appropriate State Department offices as set out in the regulations. Processes pouch, local mail in MMS, and DPO mail using the computer based ILMS and other software-based tracking systems. This includes data entry and the use of bar code scanners and a computer operated signature pad. Records and tracks the handing of mail to other agency mailrooms and customer delegates using approved USPS and Department forms and methods.

(15%) Airport/Freight Forwarder Logistics

Liaising with our contacts in the mail handling process to positively influence the flow of Embassy pouch material and DPO mail - Interfaces with mid-level Airport Security services, ground handlers and customs officials in order to efficiently and securely get our pouch out of the airport and into the Embassy. This also includes, on a rotating basis, runs out to the airport for Class pouch pickup, and accompanying American officers and liaising with the tarmac officials where needed. Retrieves misplaced mail from the Airport cargo holding areas if necessary.

(10%) Other Administrative Duties

Other duties as assigned by the agency – May include but not limited to: Reproduction works, operate photo copier machines, utilize Microsoft Office and other programs required to move requested documents from computer to paper. Preparing customs papers or answering phone calls at the switchboard office in emergency situations.