KEY / ANSWER
KEY
United States Army
Soldier Support Institute
Interservice Postal Training ActivityInspect a Military Post Office
PRACTICAL EXERCISE ANSWER KEY
September 2015
INSPECT A MILITARY POST OFFICE
Practical Exercise Answer Key
OBJECTIVE: This Practical Exercise is designed to prepare you for the Performance Test Inspect a Mock Military Post Office
MATERIALS REQUIRED:
1. DoD 4525.6M
2. Pencil
INSTRUCTIONS: Use the following information to complete this practical exercise.
REQUIREMENTS: The student will:
1. Select the correct answer for multiple choice questions, 1 – 17, with 80% accuracy
2. Provide detailed descriptions of errors and corrective actions for exercises 18 -20. Note: Be prepared to discuss your answers.
INSPECT A MILITARY POST OFFICE
Practical Exercise Answer Key
1. Which form addresses trends with audit results including overages and shortages?
a. PS Form 3368
b. PS Form 3369
c. DD Form 2257
d. DD Form 2259
2. At a minimum, how often should safe combinations be changed?
a. Daily
b. Weekly
c. Monthly
d. Annually
3. How often will a COPE be audited under normal conditions?
a. Daily
b. Weekly
c. Monthly
d. Quarterly
4. What action must occur if the COPE is absent greater than 5 consecutive days?
a. Return all postal effects to USPS
b. A change of COPE must be appointed
c. Divide the COPE’s stock between all window clerks
d. Funds must be turned-in to the Postal Finance Officer
5. What is the tolerance level for the stock relinquished by the COPE?
a. 0% tolerance of the total stock value
b. 10% tolerance of the total stock value
c. 15% tolerance of the total stock value
d. 25% tolerance of the total stock value
6. What is the purpose of a PS Form 3977?
a. Record of audits results
b. Designates postal clerks to work in post office
c. Annotates amount of credit extended to clerks
d. Retains duplicate safe combos/post office keys
7. In what section of a Military Post Office would you find a PS Form 1625?
a. Finance
b. Registry
c. Transportation
d. Customer service section
8. What are the most serious and constant concerns of a postal supervisor?
a. Ordering supplies and accounting for money orders
b. Postal transportation
c. Selling large number of postage stamps
d. Physical and operational postal security
9. What form is used to record transportation and custody of registered mail via the Air Mobility Command (AMC)?
a. DD Form 1384
b. DD Form 2260
c. PS Form 2942A
d. PS Form 2976E
10. As a postal supervisor, what is your main concern with a customer’s postal receptacle that is stuffed with mail?
a. It prohibits easy retrieval of mail by the customer
b. Postal customers do not value the services you and your team provide
c. Potential unauthorized user is being afforded MPO privileges under an authorized user
d. Member may have transferred or gone TDY without leaving forwarding instructions/ change of address
11. Where can the inspection checklist be found for military postal facilities and operations?
a. DOD 4525.6M
b. USPS PUB 247
c. Domestic Mail Manual
d. Postal Operations Manual
12. What form is completed by a customer and a postal representative to file for indemnity claims for a lost or damaged accountable domestic mail?
a. PS Form 1000
b. PS Form 3801
c. DD Form 2261
d. DD Form 2262
13. What are you verifying when signing as a verifying official on DD Form 2261?
a. You are verifying that the audits correct and are within tolerance
b. You are verifying that additional funds from the previous quarterly audit have been remitted to USPS
c. You are verifying that the post office has sufficient supplies on hand to conduct business for 3-5 months
d. You are verifying that the registry section is balanced accurately and supporting documentation is correct
14. What section within your post office should be constructed as outlined in the DoD 4525.6-M, is located separately, and notably the most secure section in a post office?
a. Finance Section
b. Registry Section
c. Operations Section
d. Customer Service Section
15. Which postal official will collect overages or shortages from window clerk’s accounts within a postal operation.
a. COPE
b. Postal Officer
c. Postal supervisor
d. Postal Finance Officer
16. How many times per calendar year are postal supplies inventoried?
a. 1
b. 2
c. 3
d. 4
17. What is the purpose of a filler stock account?
a. To order more stamp stock for the unit
b. To fill the stamp vending machine when it gets low
c. To fill the COPE’s account in the absence of the PFO
d. To fill window clerk accounts in the COPE’s absence.
Using the checklist provided in Attachment 1, and the DoD 4525.6-M complete exercise 18, 19 and 20.
18. Choose one inspectable item from the Finance Section and list a specific discrepancy which may occur in this area and the corrective action.
Discrepancy:______
Corrective Action: ______
______
19. Choose one inspectable item from the Operations Section and list a specific discrepancy which may occur in this area and the corrective action.
Discrepancy:______
Corrective Action: ______
______
20. Choose one inspectable item from the Services Section and list a specific discrepancy which may occur in this area and the corrective action.
Discrepancy:______
Corrective Action: ______
______
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INSPECT A MILITARY POST OFFICE
Practical Exercise
Attachment 1
ITEM / YES / NO / REF / CORRECTIVE ACTION(S)FINANCE
1 / Clerks keep account draws/funds out of reach of customers and others. / 6.5.2
2 / Is a properly completed PS Form 3369 on hand for the COPE? / 6.3.3.1 and 6.3.4.1
3 / Clerks are placing endorsements in the proper spot.
OPERATIONS
1 / Does the on-duty registry clerk control the access to the registry work area to permit access to only the on-duty registry clerks, witnesses, the section supervisors, and personnel authorized to inspect and audit DoD postal facilities? / 9.3.3
2 / Is an unbroken chain of receipts maintained for all registered mail in MPS channels using only approved USPS or DD Forms? / 9.2.2
3 / Using DD Form 2261, is a balance and inventory conducted at the close of each business day or at each shift change, and are the original and duplicate copies properly filed? / 9.3.5.6 and 9.3.5.8
ITEM / YES / NO / REF / CORRECTIVE ACTION(S)
SERVICES
1 / Do collection box notices state that the mail deposited after the office closes will not be postmarked until the following duty day and contain a statement for weekend and holiday exceptions? / 3.1.3.2.1
2 / Receptacles are being assigned to only one person. / 3.3.3
3 / The rear of each assigned receptacle is labeled properly to identify holder. / 3.3.3
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