Mailing Machines Series

California State Personnel Board Specification

Series established May 8, 1975

Scope

This series specification describes four classifications which perform or supervise a variety of tasks related to the machine processing of large volumes of outgoing United States and other carrier mail.

Definition of Series

Classes in the Mailing Machines series are distinguished from other clerical classes by being regularly required to operate machines in processing large volumes of outgoing United States and other carrier mail. Incumbents in these classes must possess knowledge of postal regulations and rates related to the processing of first, second, third (including bulk), and fourth class, registered, parcel post, air, certified, insured, and United Parcel mail. The mails processed in outgoing mail units leave in final form with proper postage affixed and sorted by zip code. Incumbents in this series are required to operate a variety of machines. These machines are divided into two categories, those needed to assist in registering the proper postage, including meter mailing machines and scales, and those needed in other parts of the outgoing mailing process including decollators, bursters, letter inserters, folding machines, and tying machines. Incumbents are required to calibrate the machines for different types and sizes of material and perform maintenance and minor repair on the machines. Incumbents are responsible for maintaining the proper order and sequence of material during processing and maintaining stock of material needed in mail processing. In some work settings, incumbents may occasionally operate a small forklift in moving supplies and processed mail. Incumbents maintain records of cost and production; check and regulate work flow; review the quality and quantity of production; maintain discipline and enforce safety rules and regulations.

Positions that do not require in-depth knowledge of postal regulations and rates, and that spend the majority of their time hand sorting or stuffing envelopes or weighing mail and affixing postage, should be allocated to the Office Assistant series.

Entry Level

Entry into this series typically will be at the Mailing Machines Operator�I level.

Factors Affecting Position Allocation

Variety and complexity of work, independence of action and decision, knowledge and skills required; supervision received and exercised will serve as factors when allocating positions, as well as the types and variety of machinery operated.

Definition of Levels

Mailing Machines Operator I

This is the entry, learning and full working level for the series. Under close supervision and in accordance with established procedures, incumbents perform increasingly difficult duties related to the processing of large volumes of outgoing United States and other carrier mail; learn to operate the machinery required in the work; and perform other related work.

Incumbents may perform in a lead capacity assisting subordinate clerical employees.

Mailing Machines Operator II

This is the mailing machine expert/specialist level in the series. Under general direction incumbents operate on a�full-time basis the most complex multi-function machinery; may also act as a lead person over a small group of Mailing Machines Operators and clericals where the size of the work unit precludes allocation of a supervisory level within this series.

Mailing Machines Supervisor I

Under general supervision, incumbents are responsible for supervising, planning, coordinating, and directing subordinate clerical staff in a large volume mailing operation unit in processing of outgoing United States and other carrier mail. Incumbents typically supervise from 5�-�15 subordinate clerical employees including at least 3 Mailing Machines Operators.

Mailing Machines Supervisor II

This is the highest supervising level in this series. Under general direction, incumbents at this level are responsible for supervising, planning, coordinating, training and directing the work in a large volume mailing operation containing several units or more than one shift in processing outgoing United States and other carrier mail. Incumbents typically supervise a large staff of subordinate clerical employees including at least three Mailing Machine Supervisors�I.

Minimum Qualifications

Mailing Machines Operator I

Either I

Completion of a formal work experience training program in machines operations, such as those offered under the Manpower Development Training Act (MDTA), the Job Corps, the Neighborhood Youth Corps, the Concentrated Employment Program (CEP), the Work Incentive Program (WIN), or similar programs operated by State, Federal or local agencies.

Or II

One year of experience performing clerical duties related to outgoing mail functions in the California state service at a level of responsibility equivalent to that of Office Assistant�I (General).

Or III

One year of experience operating a variety of mailing machines in the processing of outgoing United States mail.

Mailing Machines Operator II

Either I

One year of experience in the California state service performing the duties of a Mailing Machines Operator�I, Range�B.

Or II

Three years of experience operating a variety of mailing machines in the processing of outgoing United States mail. (Experience in the California state service must include one year of performing the duties of a Mailing Machines Operator�I, Range�B.)

Mailing Machines Supervisor I

Either I

One year of experience in the California state service performing the duties of a Mailing Machines Operator�I, Range�B, or Mailing Machines Operator�II.

Or II

Three years of varied experience in the operation of mailing machines in a large volume mailing operation. (Experience in the California state service must include one year of experience performing the duties of a Mailing Machines Operator�I, Range�B, or a Mailing Machines Operator�II.)

Mailing Machines Supervisor II

Either I

One year of experience in the California state service performing the duties of a Mailing Machines Supervisor�I.

Or II

Two years of experience in the California state service performing the duties of a Mailing Machines Operator�I, Range�B, or Mailing Machines Operator�II.

Or III

Five years of experience operating a variety of mailing machines in the processing of outgoing United States mail, at least two years of which shall have been in a supervisory capacity. (Experience in the California state service must include one year of experience performing the duties of a Mailing Machines Supervisor�I.)

Knowledge and Abilities

All Levels:

Knowledge of: Postal regulations related to postage; types of mail; zip code sorting techniques; the operation and maintenance of mailing machines and related equipment.

Ability to: Carry out oral and written directions; learn rapidly the operating details of mailing machines and related equipment; operate, adjust and maintain equipment in good operating condition; meet deadlines; read and write at a level required for successful job performance; maintain records; and work well with others.

Mailing Machines Supervisor I

Knowledge of: All of the above, and the capabilities of various mailing machines and related equipment and their application to various job requests; procedures of various United States and other carriers, and current rates in relation to various job requests; current development in methods, materials and equipment; principles and techniques of effective supervision; the Department's Affirmative Action Program objectives; a supervisor's role in the Affirmative Action Program and the processes available to meet affirmative action objectives.

Ability to: All of the above, and repair various mailing machines and related equipment; provide direction, train, and supervise small groups of employees; analyze situations and adopt an effective course of action; estimate costs; maintain records and write reports; effectively contribute to the Department's affirmative action objectives.

Mailing Machines Supervisor II

Knowledge of: All of the above, plus principles of organization and management; modern office methods and procedures.

Ability to: All of the above, and coordinate the work of assistants; supervise and train a mailing operation unit through subordinate supervisors.

Special Personal Characteristics

All Levels:

A mechanical aptitude and interest in machinery; neatness; orderliness; alertness; manual dexterity; a willingness to follow a prescribed routine; ability to stand for long periods of time and work in noisy surroundings, and good eyesight.

Class History