Summary The Mail Supervisor oversees daily mailroom and reproduction operations, ensuring accurate, efficient, and compliant processing of all mail. The role includes supervising staff, enforcing mailing regulations, managing automated and manual systems, and resolving mail-related issues. The supervisor also monitors costs, manages fund control points, and uses systems such as Pitney Bowes and UPS Ship Manager to support operations. Responsibilities Major duties include, but are not limited to: Supervising daily operations of the Mail Center, including oversight of one GS-5 Lead Mail Assistant, five GS-4 Mail Clerks, and one Reproduction Clerk. Overseeing the sorting, screening, and processing of official mail and packages to ensure efficient, accurate, and cost-effective handling. Ensuring adherence to all mailing regulations and requirements, including VA directives and USPS standards. Maintaining expertise in rate structures for all carriers and in computerized shipping systems (e.g., Pitney Bowes, UPS Ship Manager, and online carrier tools). Resolving technical issues with mail machines, computers, and other Mail Center equipment. Managing and overseeing budgets for mail fund control points and metered mail machines. Preparing monthly metered mail reports, daily pharmacy mail reports, monthly mail activity logs, and workload production reports. Developing and establishing performance standards and position descriptions for supervised staff. Managing high-volume reproduction operations, including equipment maintenance, supply oversight, and troubleshooting. Assessing urgency and sensitivity of incoming priority mail, overnight deliveries, hazardous materials, and perishable items to ensure proper handling. Processing controlled mail and pharmacy packages received or prepared for shipment. Serving as the Contracting Officer's Representative (COR) for mail room contracts, monitoring contractor performance, and processing related payments. Ensuring disputed matters related to mail and reproduction operations are resolved within required timeframes. Work Schedule: Full-time, Monday - Friday, 8:00 a.m. - 4:30 p.m. Virtual: This is not a virtual position. Position Description/PD#: Mail Supervisor/PD012590 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/08/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-06. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Applying detailed knowledge of organizational mail operations by interpreting and implementing agency policies, directives, and mail-processing guidelines across multiple service units, analyzing mail classes and special services to determine accurate classification, routing, and cost-effective delivery methods in accordance with federal and agency requirements. Reviewed, researched, and routed correspondence by examining subject-matter content, locating supporting documentation in historical records, and ensuring accuracy within complex filing and tracking systems, while also utilizing automated mail and distribution systems to complete multi-step processes efficiently. This includes working across diverse organizational units with overlapping functions and ensuring compliance with established operational standards. You will be rated on the following Competencies for this position: Administration and Management: Applies knowledge of planning, coordinating, and executing administrative and business functions, including resource allocation and workflow oversight. Leadership: Inspires, motivates, and guides others toward achieving goals; provides coaching and feedback; adapts leadership style to different situations; models integrity and accountability. Customer Service: Assesses customer needs, resolves issues, and provides accurate information; is committed to delivering quality products and services to internal and external customers. Technical Credibility: Applies rules, procedures, and regulatory requirements correctly; uses subject-matter expertise to ensure technical accuracy and compliance with policies. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: This position places several physical demands upon the incumbent. Deliver, routes require extensive walking and travel outside between eight (8) buildings regardless of the weather. Work requires standing and walking for extended periods and may require using stairs. In addition, bending, lifting and carrying of moderately heavy mail bags and packages (up to 70 pounds); pushing mail carts and mail tubs to deliver mail and packages throughout the hospital, and pushing mail tubs outside the building for the USPS carrier to load. Driver's License Requirement: A valid driver's license will be required to perform official duties. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education There is no educational substitution at this grade level. Additional Information Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
