The ideal candidate will have experience with Microsoft Office Suite applications, especially MS Sharepoint. They will have strong communication, organization skills and customer service experience.

Duties and Responsibilities (these duties are a general summary and not all-inclusive)

MAIL MANAGEMENT

• Operates electronic postal processing equipment for all incoming and outgoing mail on a daily basis. Ships packages by other commercial vendors as required to support mail missions.
• Ensures all mail pieces entering the USPS are in compliance with mail design standards as outlined by the USPS.
• Employs various postal and common carrier software applications for bar coding of parcels, processing parcels, manifesting, tracking parcels and expenditure/weight/number accounting. Electronically captures accounting data for management reports on numerous accounts via data inputs per parcel mailed or shipped.
• Trains, inspects, maintains, and reviews quarterly postage reports for remote site users, reassembles into a consolidated report and forwards the National Guard Bureau (NGB) monthly.
• Responsible or following security procedures to safeguard mail in accordance with current policies. Maintains positive key control for mailboxes and all keys assigned.
• Maintains appropriate stock level of materials, supplies and furnishings to operate the mailroom and associated equipment.
• Uses electronic mail for distribution services and must maintain a repository for digital distributions and publications.

PRINTING

• Determines appropriate print source utilizing mandatory sources including in-house multifunction device, MILSTRIP, APD, GPO, NGB. Maintain communications with outside sources and vendors and ensure proper usage as regulations and guidance changes.

PUBLICATIONS, FORMS AND POLICY MANAGEMENT

• Manages subordinate publications accounts with APD. Serves as APD, NGB and GPO liaison.
• Orders, receives, tracks and coordinates requests and account maintenance. Maintains organized files systems for publications and records control. Coordinates Publications Control Policy including all state guidance, numbering, approvals, vetting, distributing and archiving.

RECORDS MANAGEMENT

• Assists Records Manager with the oversight, direction and evaluation of the Records Management Program. Meets all National Archives records requirements.
• Utilizes ARIMS and electronic repository systems as necessary. Utilizes phone and email for fielding requests for Administrative Support Service Functions and customer service roles.
• Provides additional administrative support as required.

ABOUT OUR AGENCY

The Massachusetts Guard has a unique dual mission, with both federal and state responsibilities. During peacetime, Guard forces are commanded by the Governor through the State Adjutant General. The Governor can call the Guard into action during local or state-wide emergencies, such as storms, floods, blizzards, and civil disturbances. In addition, the President of the United States can activate the Massachusetts National Guard to participate in federal missions. The Massachusetts National Guard's mission is to be trained and ready to provide units that can mobilize for any contingency, at home or abroad. The Massachusetts National Guard consists of both the Massachusetts Army National Guard and the Massachusetts Air National Guard. We are composed of full-time and part-time Soldiers and Airmen, as well as civilians, who together serve the Commonwealth and country.

Qualifications

Desired and Essential Skills

• Sharepoint Management

• Customer Service

• Strong digital and physical organizational skills.

• Ability to gather information by examining documents.

• Ability to write concisely, prepare and manage correspondence, answer phones and emails accordingly.

• Knowledge of metrics collection, preparation and reporting. Knowledge of the methods of general report writing.

• Knowledge of the principles and practices of planning, forecasting and organizational development.

• Ability to manage entire projects, including planning and assigning work to be accomplished, controlling resources, reviewing progress, and articulating training requirements and arranging meetings.

• Knowledge of the laws, rules, and regulations of mail and postage management, publishing and printing is a plus.

• Knowledge of state, federal, and military policies and regulations is a plus.

• Knowledge of budgetary, purchasing and requisitioning procedures.

• Must be able to lift at least 25 pounds.

• Time Management

• Technological Proficiency

• Discretion and Confidentiality

Competencies

• Dependability- Job requires being reliable, responsible, and dependable in fulfilling day-to-day duties.

• Self-Control- Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

• Attention to Detail- Job requires being careful about detail and thorough in completing tasks.

• Cooperation- Job requires being pleasant with others on the job and displaying a good natured, cooperative attitude.

• Concern for Others- This job requires being sensitive to others needs and feelings and being understanding and helpful on the job.

License and/or Certification Requirements

• Current and Valid Class D Driver's License, Ability to Drive in MA
• Ability to obtain a Secret Level Security Clearance

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

II. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.