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Essential Competencies


Description: These competencies identify the Knowledge, Skills, and Abilities required to process both incoming and outgoing mail and providing messenger services; performing the basic functions of filing a variety of documents under supervision and guidance from clear directives and guidelines; and removing records for disposition. Work is accomplished under close supervision.

I. Mails

A. Process incoming/outgoing mail
B. Perform messenger work
C. Operate motor vehicles
D. Operate/troubleshoot office machines

II. Files

A. Receive, arrange, and file various documents
B. Receive and process requests for files and/or information from files
C. Maintain suspense file system
D. Record disposal in accordance with established regulations and supervisory guidance
E. Security of files

Knowledge, Skills, and Abilities

Skill in operating postal equipment

Knowledge of a variety of mailing techniques

Knowledge of a variety of mail carrier requirements

Ability to safely lift heavy packages

Skill in operating and troubleshooting a variety of office equipment

Ability to operate motor vehicles

Knowledge of filing codes and systems including knowledge of NPS guidelines

Knowledge of basic records management procedures and guidelines

Ability to locate files both locally and from other agencies

Knowledge of basic security guidelines and procedures


Description: These competencies identify the Knowledge, Skills, and Abilities required to provide the full range of mail services including processing, inventory and ordering supplies, researching and resolving problems, serving as Collection Officer and imprest fund processing; performing the full range of files management; receiving, arranging, and filing various media; and responding to requests for information concerning records; identifying and removal of records according to established procedures; insuring security of records. Work is completed independently following established guidelines.


A. Maintaining inventory and ordering supplies
B. Research and resolve mail problems
C. Collection Officer function
D. Financial payments


A. Suspense file system to monitor disposition of records
B.Internal filing guidelines and procedures
C. Files management systems

Knowledge, Skills, and Abilities

Knowledge of maintaining inventory and the procedures\processes for ordering supplies

Ability to solve mailing problems

Skill in office automation functions in relation to a mail and files operations

Knowledge of imprest fund/bills of collection/third party draft rules and regulation

Ability to establish and maintain a suspense file system to monitor disposition of records

Ability to establish internal filing guidelines and procedures


Description: These competencies identify the Knowledge, Skills, and Abilities required to manage a mail and file office with one or more subordinates; resolving complex and difficult problems; forecasting and planning for varying mail and file requirements; preparing and/or monitoring budget; researching new procedures and products for enhanced productivity. Assignments are completed without direct supervision with minimal input from supervisor.

I. Mails/Files

A. Directs all phases of mail and file operations
B. Supervises subordinate staff
C. Budget estimates and tracking expenditures
D. Technologies and methodologies to improve office efficiencies
E. Forecast and plan for major mail requirements

Knowledge, Skills, and Abilities

Knowledge of supervisory concepts/techniques

Basic knowledge of basic budgeting techniques (including estimating and tracking)

Ability to make short/long term plans

Knowledge of external agencies' requirements, i.e., Postal Service, National Archives Records Center, and effect upon internal mails operations

National Park Service
Training and Development Division
Essential Competencies

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