Mail and File Clerk

Arlington, Virginia
Jan 27, 2022
Feb 01, 2022
Full Time

Reviews and verifies closed cases prior to forwarding to the Federal Records Center; box cases in numerical order; assigns accession numbers provided electronically by the Federal Records Center; marks identifying numbers on boxes; operates computer terminal to record records disposition transactions; generates and retrieves reports and verify accuracy of data against boxed cases; completes standard records transmittal form; obtains approval from MSHA records management office; sets aside boxes for pickup by Federal Records Center; files records disposition documents.

Receives requests for hearings before the Federal Mine Safety and Health Review Commission (FMSHRC) from violators; match with case files; identify all or portions of cases being contested; and determines timeliness. Resolves problems such as by constructing date of receipt when postal receipts are not available.

Establishes and maintains office files and records. Abstracts, summarizes, and organizes data as requested.

Receives, reviews, analyzes, logs, and distributes incoming mail, documents, and case files.

Administers payments. Retrieves check payments received by CPCD via mail, logs documents in tracking system, and forwards check payments to the lockbox address for deposit. Receives daily delinquent notice research results for assessment cases and prints, scans and mails such notices by set deadline.

Utilizes various software programs/systems to log (track), create, create, copy, edit, store, and retrieve case file information; utilizes printing and scanning equipment to print/scan a variety of standardized documents using a glossary of prerecorded formats, form letters, standard paragraphs, and mailing lists.

Serves as technical resource person on mail, maintenance and record distribution policies, procedures, and practices as they relate to civil penalty assessments case materials. Provides assistance to group employees on specific tasks, assignments, or office techniques. Assists the supervisor in identifying, distributing, and balancing the group's mail and filing workload.

Provides office support in receiving visitors to the office and makes appropriate referrals. Answers the telephone, refers callers to appropriate personnel and/or takes messages; and schedules appointments as needed. Answers routine, nontechnical inquiries and refers technical questions to proper individual.


Conditions of Employment

  • Must be at least 16 years old and a U.S. Citizen.
  • Requires a probationary period if the requirement has not been met.
  • Appointment to this position may require a background investigation.

Applicants must meet time-in-grade, time-after-competitive-appointment and qualifications requirements within 30 calendar days after the closing date of the vacancy to be eligible for consideration for selection.

Federal Employees Please Note: Your SF-50 must include enough information to be able to determine that time-in-grade requirements have been met and reflects your position title, pay plan/series/grade, tenure and the type of appointment (i.e. competitive/excepted). In some cases you may need to submit more than one SF-50.

Reference the "Required Documents" section for additional requirements.

Notification Concerning COVID-19 Vaccinations. As required by Executive Order 14043 , Federal executive branch employees are required to be fully vaccinated against COVID-19 regardless of the employee's duty location or work arrangement (e.g., telework, remote work, etc.), subject to such exceptions as required by law. If selected, you will be required to be vaccinated against COVID-19 and to submit documentation of proof of vaccination or to be in the process of requesting an exception to the vaccination requirement before appointment or onboarding with the agency. The agency will provide additional information regarding which forms of documentation can be accepted and how you can request to be considered for a legally required exception from this requirement.

Currently, implementation and enforcement of Executive Order 14043 has been suspended pursuant to an injunction pending further litigation.


GS-05 Specialized Experience Statement: Experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. Applicants must have 52 weeks of specialized experience equivalent to at least the next lower grade level, GS-4, in the Federal Service. This experience may have been gained either in the Federal or private sectors.

Examples of specialized experience for the GS-05 grade level include:
  • Coordinating, monitoring, and performing basic clerical and administrative functions of a work unit;
  • Knowledge of proper grammar, spelling and punctuation skills and communicating effectively, both, orally and in writing;
  • Experience filing and retrieving case files and revising updated case information in database systems;
  • Duplicating and assembling documents from case files, reconciling received payments, and completing hearing requests; and,
  • Experience operating various office equipment i.e. personal computer terminal, photocopying/scanning equipment, electric date stamping machine and typewriter.


Possess 4 years of education above high school.


Possess a combination of specialized experience and education as described above. The total percentage must equal at least 100%.


Any applicant falsely claiming an academic degree from an accredited school will be subject to actions ranging from disqualification from federal employment to removal from federal service.

If your education was completed at a foreign college or university, you must show comparability to education received in accredited educational institutions in the United States and comparability to applicable minimum course work requirements for this position. Click Evaluation of Foreign Education for more information.

Additional information

Position Telework eligibility is determined by management based on position duties during the recruitment process. Employee participation in telework on a routine or situational basis is determined by management primarily based on business needs. Employees participating in telework are subject to the terms and conditions of the Department of Labor's Telework Program.

DOL seeks to attract and retain a high performing and diverse workforce in which employees' differences are respected and valued to better meet the varying needs of the diverse customers we serve. DOL fosters a diverse and inclusive work environment that promotes collaboration, flexibility and fairness so that all individuals are able to participate and contribute to their full potential.

All MSHA employees and their spouses, and minor children are prohibited by regulation from having any interest, direct or indirect, in any mine or mining company which may be directly affected by the work of MSHA through its investigations, technical research, or other activities. These interests are prohibited under the Department of Labor's Supplemental Standards of Ethical Conduct Regulations at 5 CFR 5201.105. Certain MSHA employees are required to file a financial disclosure report. For questions, please contact the vacancy contact on this announcement.