14 FAH-5 H-220
Dpo personnel
(CT:DPO-26; 07-23-2021)
(Office of Origin: A/LM)
14 FAH-5 H-221 DPO supervisors
(CT:DPO-26; 07-23-2021)
Diplomatic Post Office (DPO) mailroom supervisors shall:
(1) Comply with 14 FAM 760, 14 FAH-5, and local SOP covering mailroom operations, safety, and security;
(2) Ensure that the mail is handled correctly, safely, and promptly;
(3) Inform employees about which publications (e.g., Postal Bulletin, IMM, DMM, Postal Explorer, etc.) are required and how to obtain them;
(4) Assign only one mail delivery receptacle per person (the sponsor and their dependents are considered to be one person);
(5) Retain an adequate supply of key-lock cylinders if key-type receptacles are installed;
(6) Change key-lock cylinders or combinations before re-issuing receptacles;
(7) Conduct monthly checks for excessive mail accumulation, old mail, or non-use;
(8) Meet at least quarterly with local postal, customs and airport officials to ensure continuity and to address problems or issues that may arise with mail arriving or departing the airport. Take meeting minutes and ensure the written documentation is uploaded into the documents tab of the ILMS DPO post profile;
(9) Enforce mail security, including protection of mail, postal effects, and access to mail processing areas;
(10) Review and maintain an adequate inventory of mailroom supplies, and submit requests for supplies that cannot be procured at post by submitting an ILMS service ticket through the ILMS Self-Service Portal (i.e., USPS anti-pilferage seals, EDL's, UPU Labels, etc.);
(11) Perform daily directory services on all Undeliverable as Addressed (UAA) mail;
(12) Comply with post-specific directives for screening of incoming mail (see 14 FAH-4 H-331 for mail screening procedures);
(13) Provide feedback to the postal officer on any issues that warrant a Postal Offense Report (i.e., rifled, damage, prohibited items, etc.);
(14)Submit a Postal Net Alert (PNA) in the ILMS DPO Module (i.e., airport closure, civil unrest, force majeure, damaged mail, etc.);
(15)Ensure that misrouted/mis-sent/damaged/UAA mail is properly processed using ILMS DPO;
(16)Receive and dispatch mail in accordance with scheduled transportation. At a minimum, dispatch mail three days a week;
(17)Establish and maintain a current and complete Customer Directory in ILMS; and
(18) Conduct a daily review of undelivered mail in the mailroom to ensure mail is being delivered on a timely basis.
14 FAH-5 H-222 DPO mailroom clerks
(CT:DPO-26; 07-23-2021)
DPO mailroom clerks shall:
(1) Comply with 14 FAM 760, 14 FAH-5, and local SOP covering mailroom operations and security;
(2) Validate amount of postage and weight on mail received for outgoing mail, and cancel postage stamps by applying flag-stamp impression with the date of acceptance;
(3) Deliver personal mail only to the addressee or authorized agent using the information listed on Form PS-3801. (See 14 FAH-5 Exhibit H-222 for sample of a completed form);
(4) Label the back of each mail receptacle to identify the box holder (i.e., last name(s) and box number);
(5) Use the ILMS Customer Directory to notify customers of incoming mail that is ready to be picked up in the mailroom;
(6) Conduct daily review for excessive mail accumulation, old mail, or non-use. Contact customers via email/phone to determine status before returning unclaimed mail;
(7) Process and distribute mail upon receipt;
(8) Transfer DPO mail data to the ILMS DPM Module for downstream posts, if downstream posts are assigned;
(9) Perform a sack transit scan in ILMS on all UPU's destined to downstream locations with their own unique ZIP codes if serviced by a Regional Mail Distribution Center (RMDC);
(10) Transfer DPO mail data to the ILMS MMS Module for all offsite annexes serviced; and
(11) Other duties as may be assigned by the postal officer or DPO supervisor.
14 FAH-5 H-223 THROUGH H-229 UNASSIGNED
14 FAH-5 Exhibit H-222
Sample of Form PS-3801
(CT:DPO-26; 07-23-2021)
