What are the responsibilities and job description for the Support Services Specialist (Mail/IT) position at DC Department of Human Resources?
INTRODUCTION
This position is in the District of Columbia National Guard (DCNG), Department of Information Management (DOIM), Joint Force Head Quarters (JFHQ), District of Columbia Government Operations (DCGO). The mission of DCGO is to provide exceptional customer support to the DC National Guard, while serving the District, and the community. “Working Together Towards Tomorrow”.
The position functions as a Support Services Specialist responsible for administering a full spectrum of support services such as printing, mail distribution, and information technology (IT) assistance. Location: DC National Guard, 2001 East Capitol Street, Washington DC, 20003
Tour of Duty: TBD
MAJOR DUTIES
Printing
Serves as Printing Officer and is responsible for managing the state's Printing Program, providing printing services in support of the National Guard state headquarters, and subordinate units. Is technically and administratively responsible for the printing, duplicating, and copier programs within the State.
Determines whether printing/duplicating services requested can be legally provided using Federal funds; determines whether the printing facility can produce the product; determines if funds are available to procure and determine the procurement avenue to be used.
Analyzes copier equipment capabilities throughout the state against production requirements and makes recommendations for upgrades or downgrades of individual equipment or possible consolidation of individually placed equipment into copy centers.
Mail Distribution
Receives, sorts, and routes incoming mail to distribution points by organizational designation, name, subject, distribution formula, etc. Reads mail that is undesignated and determines proper routing by subject matter content. Receives, secures, and maintains logs and controls for sensitive mail (e.g., registered mail, express mail, overnight mail, etc.) and notifies intended recipient.
Receives receipts for register controls and safeguards incoming and outgoing classified mail up to and including Secret. Checks and certifies as to the presence of all material; contacts originator if discrepancies are found. Maintains logs, registers and inventory cards which reflect information necessary to locate and account for material. Checks outgoing classified and unclassified mail to ensure that all papers are properly marked and that addressing and packaging conform to security and postal regulations. Assigns control numbers as required and records all necessary information on outgoing classified mail. Maintains suspense file and initiates tracers.
Requests, receives, issues, and maintains records on postage stamps and monies used for postage meters utilized with the state. Establishes, maintains records, and manages the annual postage budget. Monitors postage cost controls, usage, and discipline to ensure sound postage management. Receives requests from units/activities for the Installs and maintains hardware devices supporting a broad range of information systems multiple network and local operating systems and highly sophisticated client server software. Uses detailed reference material and sophisticated diagnostic equipment and complex diagnostic software to identify and resolve internal system and network conflicts. Removes and replaces defective hardware components; installs network peripheral device interface cards.
Performs limited upgrade of hardware to include memory, fixed storage, and installation of network interface cards (NIC) or enhancement cards.
Receives requests from units/activities for the issuance of postage stamps. Receives and reviews quarterly postage reports, reassembles into a consolidated report and forwards to NGB.
Performs courier operations such as administering and maintaining courier vehicles, determining routes, coordinating with distribution points, coordinating courier schedules, and providing information concerning mail operations to sites. Complies with DoD and Department of the Army regulations, directives, and policies pertinent to courier duties and responsibilities.
Administers internal control programs associated with mail and distribution of material in accordance with applicable Army and United Post Office regulations. Develops and maintains appropriate record keeping of usage, cost, and related statistical information.
Information Technology (IT)
Updates and maintains of software upgrades and Department of Defense security measures, including but not limited to, removing and/or, fixed storage, installing, maintaining, repairing devices, supporting specific information systems, employing network and local operating systems, and highly sophisticated client server software.
Removes and/or replaces defective hardware components, installs network/peripheral devices interface cards, and installs and configures workstation or network operating systems. Configures devices requiring interfaces and device drivers in multiple operating system environments while enforcing command standards for hardware and software configurations.
Troubleshoots and corrects simple software problems to include resolving conflicts between applications, hardware and/or device conflicts, and operating system faults.
Updates hardware and software architecture databases to reflect installations, and changes in reportable software to include software licensing tracking, provides familiarization training for users of new equipment and software as required and configures workstations.
Additional duties performed when needed to assist for the Multifunctional Devices, (MFDs), PWORM and ISR operations:
The Mail/IT personnel will serve as an Alternate in providing support when the Support Services Specialist personnel is out.
Assign as the Alternate Key Custodian and attend the monthly CFMO (PWORM) meetings.
Support Services Specialist will train on the submission of the ISR Reporting and will assign the Mail/IT as the Alternate.
Knowledge Required By The Position
Knowledge of DCNG’s mission, function, policies, and procedures to carry out activities that will help in ascertaining the goals and objectives of the agency.
General knowledge of IT hardware and software configuration, installation, maintenance, repair, etc.
Skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of a procedural or factual nature.
Ability to plan, organize, and control work involving diverse activities; ability to gain cooperation and cohesively coordinate the work of others.
Strong communication skills, both oral and written, to establish effective professional working relationships with co-workers and customers, contributing to a cooperative working environment and successful accomplishment of the agencies’ mission.
Other Requirements
This position is classified as “Security Sensitive” due to the position’s duties and responsibilities.
Security sensitive positions are positions of special trust that may be reasonably expected to affect the access to or control of activities, systems, or resources that are subject to misappropriation, malicious mischief, damage, or loss or impairment of control of communication.
The Support Services Specialist (Mail/IT) duties include handling classified and unclassified mail to ensure that all papers are properly marked and that addressing and packaging conform to security and postal regulations. Additionally, duties involve the safeguarding of DCNG informational systems from unauthorized access as well as conducting assessments for potential risks to systems, networks, and data that will aid in identifying vulnerabilities, risks, and protection.
The incumbent of the position must be able to maintain a Common Access Card (CAC), security clearance, Security at minimum and a valid civilian motor vehicle license..
PHYSICAL DEMANDS
The work is primarily sedentary, although the incumbent may be required to lift at least 20 lbs.
WORK ENVIRONMENT
Work is primarily performed in an adequately lighted and climate-controlled office. Travel will be required to receive and distribute mail from other agency locations.
This position is in the District of Columbia National Guard (DCNG), Department of Information Management (DOIM), Joint Force Head Quarters (JFHQ), District of Columbia Government Operations (DCGO). The mission of DCGO is to provide exceptional customer support to the DC National Guard, while serving the District, and the community. “Working Together Towards Tomorrow”.
The position functions as a Support Services Specialist responsible for administering a full spectrum of support services such as printing, mail distribution, and information technology (IT) assistance. Location: DC National Guard, 2001 East Capitol Street, Washington DC, 20003
Tour of Duty: TBD
MAJOR DUTIES
Printing
Serves as Printing Officer and is responsible for managing the state's Printing Program, providing printing services in support of the National Guard state headquarters, and subordinate units. Is technically and administratively responsible for the printing, duplicating, and copier programs within the State.
Determines whether printing/duplicating services requested can be legally provided using Federal funds; determines whether the printing facility can produce the product; determines if funds are available to procure and determine the procurement avenue to be used.
Analyzes copier equipment capabilities throughout the state against production requirements and makes recommendations for upgrades or downgrades of individual equipment or possible consolidation of individually placed equipment into copy centers.
Mail Distribution
Receives, sorts, and routes incoming mail to distribution points by organizational designation, name, subject, distribution formula, etc. Reads mail that is undesignated and determines proper routing by subject matter content. Receives, secures, and maintains logs and controls for sensitive mail (e.g., registered mail, express mail, overnight mail, etc.) and notifies intended recipient.
Receives receipts for register controls and safeguards incoming and outgoing classified mail up to and including Secret. Checks and certifies as to the presence of all material; contacts originator if discrepancies are found. Maintains logs, registers and inventory cards which reflect information necessary to locate and account for material. Checks outgoing classified and unclassified mail to ensure that all papers are properly marked and that addressing and packaging conform to security and postal regulations. Assigns control numbers as required and records all necessary information on outgoing classified mail. Maintains suspense file and initiates tracers.
Requests, receives, issues, and maintains records on postage stamps and monies used for postage meters utilized with the state. Establishes, maintains records, and manages the annual postage budget. Monitors postage cost controls, usage, and discipline to ensure sound postage management. Receives requests from units/activities for the Installs and maintains hardware devices supporting a broad range of information systems multiple network and local operating systems and highly sophisticated client server software. Uses detailed reference material and sophisticated diagnostic equipment and complex diagnostic software to identify and resolve internal system and network conflicts. Removes and replaces defective hardware components; installs network peripheral device interface cards.
Performs limited upgrade of hardware to include memory, fixed storage, and installation of network interface cards (NIC) or enhancement cards.
Receives requests from units/activities for the issuance of postage stamps. Receives and reviews quarterly postage reports, reassembles into a consolidated report and forwards to NGB.
Performs courier operations such as administering and maintaining courier vehicles, determining routes, coordinating with distribution points, coordinating courier schedules, and providing information concerning mail operations to sites. Complies with DoD and Department of the Army regulations, directives, and policies pertinent to courier duties and responsibilities.
Administers internal control programs associated with mail and distribution of material in accordance with applicable Army and United Post Office regulations. Develops and maintains appropriate record keeping of usage, cost, and related statistical information.
Information Technology (IT)
Updates and maintains of software upgrades and Department of Defense security measures, including but not limited to, removing and/or, fixed storage, installing, maintaining, repairing devices, supporting specific information systems, employing network and local operating systems, and highly sophisticated client server software.
Removes and/or replaces defective hardware components, installs network/peripheral devices interface cards, and installs and configures workstation or network operating systems. Configures devices requiring interfaces and device drivers in multiple operating system environments while enforcing command standards for hardware and software configurations.
Troubleshoots and corrects simple software problems to include resolving conflicts between applications, hardware and/or device conflicts, and operating system faults.
Updates hardware and software architecture databases to reflect installations, and changes in reportable software to include software licensing tracking, provides familiarization training for users of new equipment and software as required and configures workstations.
Additional duties performed when needed to assist for the Multifunctional Devices, (MFDs), PWORM and ISR operations:
The Mail/IT personnel will serve as an Alternate in providing support when the Support Services Specialist personnel is out.
Assign as the Alternate Key Custodian and attend the monthly CFMO (PWORM) meetings.
Support Services Specialist will train on the submission of the ISR Reporting and will assign the Mail/IT as the Alternate.
Knowledge Required By The Position
Knowledge of DCNG’s mission, function, policies, and procedures to carry out activities that will help in ascertaining the goals and objectives of the agency.
General knowledge of IT hardware and software configuration, installation, maintenance, repair, etc.
Skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of a procedural or factual nature.
Ability to plan, organize, and control work involving diverse activities; ability to gain cooperation and cohesively coordinate the work of others.
Strong communication skills, both oral and written, to establish effective professional working relationships with co-workers and customers, contributing to a cooperative working environment and successful accomplishment of the agencies’ mission.
Other Requirements
This position is classified as “Security Sensitive” due to the position’s duties and responsibilities.
Security sensitive positions are positions of special trust that may be reasonably expected to affect the access to or control of activities, systems, or resources that are subject to misappropriation, malicious mischief, damage, or loss or impairment of control of communication.
The Support Services Specialist (Mail/IT) duties include handling classified and unclassified mail to ensure that all papers are properly marked and that addressing and packaging conform to security and postal regulations. Additionally, duties involve the safeguarding of DCNG informational systems from unauthorized access as well as conducting assessments for potential risks to systems, networks, and data that will aid in identifying vulnerabilities, risks, and protection.
The incumbent of the position must be able to maintain a Common Access Card (CAC), security clearance, Security at minimum and a valid civilian motor vehicle license..
PHYSICAL DEMANDS
The work is primarily sedentary, although the incumbent may be required to lift at least 20 lbs.
WORK ENVIRONMENT
Work is primarily performed in an adequately lighted and climate-controlled office. Travel will be required to receive and distribute mail from other agency locations.