mailing costs; Ensure that expedited mail and couriers are used only when authorized by the Private Express Statutes (39 U.S.C. 601–606) and when necessary and cost-effective; Provide centralized control of all mail processing activities at the facility, including all regularly scheduled, small package, and expedited service providers, couriers, equipment and personnel; Review unauthorized use, loss, or theft of postage, including any unauthorized use of penalty or commercial mail stamps, meter impressions or other postage indicia, and immediately report such incidents to the agency Inspector General, internal security office, or other appropriate authority; Provide training opportunities for all levels of agency personnel at the facility on cost-effective mailing practices for incoming, outgoing, internal mail and security; Ensure that outgoing mail meets all the standards established by your service provider(s) for weight, size, hazardous materials content, etc.; Mail management and Mail security plan. All federal mail managers must know the various systems for managing and improving mail handling Receiving and distribution operations Understanding of mail and distribution management Service providers available for federal mail Differences in carrier service levels Domestic and international shipping requirements Mail consolidation and expedited and drop ship opportunities. Federal mail managers must be knowledgeable of certification programs in the mail industry to help mail center workers perform better Certified Mail and Distributions Systems Manager (CMDSM) Mail Systems Management Association Manager (EMCM) United States Postal Service Mailpiece Quality Control Specialist (MQCS) United States Postal Service Certified Mail Manager () International Publishing Management Association MAILCOM Certificate Programs Federal Budgeting Ensure that mail costs are assessed and reviewed with feedback given at the program level within the Preparing Budgets Managing Finances of Mail Processing Systems Reconciling Inventory
agency; Managing Charge-Backs Federal Financial Management Maintains a system that tracks the financial and other performance data discussed in §§ 102–192.50 and Show allocations and expenses for postage and all other mail costs (e.g., payments to service providers, mail center personnel costs, mail center overhead, etc.) separate from all other administrative expenses; Identify and charge mail costs that are part of printing contracts to the program level. Lowering Carrier Costs Maximize Cost Savings Consolidated Mailings Consolidated Mail Facilities Barcode Discounts Presort Discounts Drop Shipments Permit Mailings Other Carrier Discounts – Federal Government-wide Government-wide Contracts (Blanket Purchase Agreements) Budgeting at the facility level Programming monies to facility projects and programs Work with local managers to ensure that, to the maximum practical extent, the person who makes the decision to mail any significant number of pieces of mail is the same person who controls the funds for postage; Safety and Security Develop and implement a facility mail management and mail security plan; Federal Mail Regulation 102.192.85 states to implement a written mail security plan. Explosives Countermeasures International Mailroom Safety Review GSA Mail Security Guide Review USPS Mail Center Security Handbook Mail Training and Certification Programs Ensure that mail center managers receive the training they need to perform their assigned duties; Establish and support mail training program at the mail center level Certified Mail and Distributions Systems Manager (CMDSM) Mail Systems Management Association Manager (EMCM) United States Postal Service