Stores & Mail Operations Supervisor

Grade 12

New York State has approximately 154 positions* in this title statewide. You may view a breakdown of positions by county. This position exists in various agencies statewide. View links to all New York State agencies including agencies that have this title. For more information, New York State employees can contact the Career Mobility Office at (518) 485-6199 or (800) 553-1322. If you are not a current New York State employee, you can use the Department of Civil Service Web site to explore possible employment opportunities.

*The number of positions is approximate and represents the number of positions established (both filled and vacant); it is not an indication or reference to position type or duration, or intent to be filled. If you are viewing a trainee title, please note this number reflects the number of positions established at the journey level. Agencies may fill at the trainee level(s) or at the journey level based on employee qualifications. GOT-IT does not provide information on any job postings or job availability. For information on current job postings, please visit State Jobs NY. You may also visit specific New York State Agency websites for information about an agency and its job opportunities.

Career Ladder

A listing of titles that are most commonly used as steps for upward mobility for this title series. The salary schedule for this career ladder is also available.

  1. Office Assnt 1 Stores/Mail

    Grade 06

  2. Office Assnt 2 Stores/Mail

    Grade 09

  3. Stores & Mail Operations Supervisor

    Grade 12

  4. Head Mail & Supply Clerk

    Grade 15

  5. Head Stores Clerk

    Grade 15

  6. Chief Mail & Supply Clerk

    Grade 21

Summary of Job Description

As a Stores & Mail Operations Supervisor, you would:

Supervise a subordinate staff of clerical, stores, vehicle operation, and/or unskilled workers engaged in: the receipt, control, and delivery of a variety of goods or mail; the pickup, processing, and disposition of outgoing mail or goods; the receipt, storage, retrieval, and delivery of supplies or goods from vendors; the maintenance of inventory records; or courier and duplication services.

Assign and reassign work to subordinate staff and schedule daily work to ensure adequate coverage.

Explain procedural changes and provide subordinates with necessary resources and supplementary interpretations to implement these changes.

Instruct new and temporary employees in procedures.

Resolve personnel problems such as grievances and complaints by conferring with subordinate and correcting the problem if appropriate.

Evaluate employee performance.

Discuss work related problems and deficiencies with employees and provide advice and direct corrective action.

Oversee the receipt, storage, and issuance of goods in a storeroom, storehouse, or warehouse.

Plan the layout of storage areas for safety and efficient utilization.

Supervise the receipt of all incoming shipments, identifying the goods received against documentation.

Contact customer agency and/or carriers upon the receipt of damaged goods and arrange for appropriate salvage or account adjustment.

Schedule the receipt and movement of all goods.

Assign lower-level employees to move goods among buildings at a facility by motor vehicle or through other means.

Inspect outgoing shipments to ensure accuracy.

Inventory goods by counting and comparing results with relevant documentation.

Maintain or supervise the maintenance of stock control filing.

Complete or supervise the completion of various forms and reports to account for and control the inventory of goods.

Explain discrepancies between actual count and records.

Discuss with users the substitution of items where necessary.

Investigate complaints from users regarding the quantity and quality of goods.

Plan, organize, and schedule work activities and write procedures to provide for the proper handling and distribution of mail and supplies.

Schedule work activities to ensure the orderly and timely pickup, processing, delivery and storage of mail and supplies.

Compose and revise procedures for the handling and distribution of mail and supplies to ensure efficiency and effectiveness.

Review complaints and take appropriate action to resolve them.

Correspond and confer with local postal authorities to resolve mailing problems.

Maintain up to-date information on rates and regulations of postal services and parcel carriers.

Maintain records.

Prepare and update stock inventory and related records.

Ensure that stock is stored properly.

Ensure by personal observation that designated items or documents are stored in a secure place and that special procedures are followed, as necessary, in their handling and distribution.

Prepare periodic production reports for mail and supply section from reports prepared by subordinate supervisors.

Arrange for removal of obsolete records from agency premises in accordance with contracts with waste dealers and agency policy regarding the destruction of records.

Assist in the preparation of annual and supplemental budgets for the storehouse, distribution center, and/or mail and supply operation.

View the classification standard for this title, on the Classification and Compensation webpage.

The NYS Title and Salary Plan provides additional information regarding other titles. If there is a classification standard available there will be a link under the column labeled STD. NO. If no link is available there is no classification standard available at this time for that title.

Summary of Minimum Qualifications

Please note: qualifications for this position may be subject to change. If substitutions for education and/or experience are allowed, this information would be available on the announcement.

You must take and pass a Civil Service examination in order to be considered for this position.

For employees of New York State, on or before the date of the examination, you must be a qualified employee of New York State and have had three months of permanent competitive or 55-b/55-c service in a clerical, keyboarding, or paraprofessional* title allocated to Grade 7 or higher. Qualifying titles are available at: Only the title(s) listed is qualifying for this examination(s).

*Only paraprofessional titles in an office environment will be considered qualifying. Service in a direct care title is not qualifying experience. Examples of non-qualifying titles are: Developmental Disabilities Secure Care Treatment Aide 1, Direct Support Assistant, Food Service Worker 1, Licensed Practical Nurse, Mental Health Therapy Aide, Security Services Assistant, Youth Division Aide 2, and Youth Division Aide 3.

For informational purposes only, click on the examination number(s) listed below to see the current or previous examination(s) that are used to fill this title.


How to Apply

When this examination is scheduled to be held, the announcement can be found on the Department of Civil Service, Examination Announcements web page. If you do not see an examination currently scheduled please check back on a monthly basis or sign up for announcement notification by email so that you will automatically be notified when new examinations are being offered.

Career Mobility

Career mobility is not just limited to the titles in the Career Ladder, above. Additional movement may be achieved through other examinations, additional education and/or work experience or transfer opportunities. For additional information or clarification of transfer determinations, current State employees should contact the Career Mobility Office. Visit ELMS Online to view established open-competitive, promotion, and transition eligible lists. If you are not a current New York State employee, see Employment Opportunities with New York State and find out how to become a New York State employee.

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