14 FAH-5 H-220
Dpo personnel
(CT:DPO-5; 05-05-2017)
(Office of Origin: A/LM)
14 FAH-5 H-221 DPO supervisors
(CT:DPO-5; 05-05-2017)
Diplomatic Post Office (DPO) mailroom supervisors must:
(1) Comply with 14 FAM 760, 14 FAH-5, and local Standard Operating Procedures
(SOP) covering mailroom operations and security;
(2) Ensure that the mail is handled correctly, safely, and promptly;
(3) Inform employees about which publications and
displays 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
where 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 maintained on file at post;
(9) Enforce mail security, including protection of mail,
postal effects, and access to mail work areas;
(10) Review and maintain an adequate inventory of mailroom
supplies, and submit requests for supplies that cannot be procured at post to
the DPO-answerperson_MB@state.gov (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.)
or a Postal Net Alert (i.e. airport closure, civil unrest, force majeure, etc.)
(14) Ensure that misrouted mail is properly processed via ILMS
DPO;
(15) Receive and dispatch mail in accordance with scheduled
transportation. At a minimum, dispatch mail three days a week; and
(16) Establish and maintain a current Customer Directory in
ILMS.
14 FAH-5 H-222 DPO mailroom clerks
(CT:DPO-5; 05-05-2017)
DPO mailroom clerks (who may be locally employed staff) must:
(1) Comply with 14 FAM 760, 14 FAH-5, and local Standard Operating
Procedures (SOP) covering mailroom operations and
security;
(2) Validate postage and
cancel postage stamps by applying flag stamp
endorsement with the date of acceptance;
(3) Deliver personal
mail only to the addressee or authorized agent using the information listed on
the form PS-3801. (See 14 FAH-5 Exhibit
H-222 for sample of a completed form);
(4) Label the rear of each mail receptacle to identify the box holder;
(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 checks
for excessive mail accumulation, old mail, or non-use. Contact customers via
email 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) Transfer DPO mail data to the ILMS MMS Module for all
offsite annexes serviced; and
(10) Other duties 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 completed Form PS-3801
