SUPPORT SERVICES SPECIALIST

Job Title

Manage prescribed command support services and serve as the team lead for mailroom and control file functions.

Develop, analyze, evaluate, advise on, or improve the effectiveness of work methods and procedures, distribution of work assignments, management controls, and information and documentation systems.

Manage the mail and file operations for the entire activity.

Establish guidelines, procedures, and priorities to avert backlogs and crisis situations.

Ensure maximum efficiency in the receipt, routing, dispatch and control of mail, including packages; registered and certified mail; naval messages and all written communications.

Analyze and review all incoming/outgoing material prior to filing to assure that all required actions have been taken and that correspondence has been correctly routed and properly signed off by all cognizant codes.

Establish and maintain a command tickler system to provide timely notification to all departments of action due dates.

Create and maintain a command central workflow database system using Technical Support Management System (TSM) and the Mail Action Tracking System Module (MATS).

Monitor the Records Disposal Program, advising on the procedures and prepare all reports as necessary.

Determine the command's requirements for retention/disposal of hardcopy and electronic records.

Record, control, and process mail which requires special handling, e.g., message forms, registered, certified, insured, security, classified, priority/reply mail, etc., and obtain receipt signatures as required.

Assist the supervisor in evaluating the status and progress of the team's work and perform analyses and reviews of team metrics to promote a more effective and fully integrated operation.

Provide guidance and direction over the implementation and operation of new/existing management information and automated systems for SUPSHIP Groton.

Receive and sort incoming mail by categories such as type of form, special attention, subject matter, kind of issuance, originator, location, or type of correspondence.

Be responsible for input, output and tracking of an extremely heavy volume of correspondence into the TSM Database.