Mail Room Clerk

Description

Job Purpose:  This office service position processes all incoming documents as well as outgoing. This position is responsible for sorting, distributing, and sending out all mail, and effectively communicating with customers and coworkers. This position reports to the Operations Manager.  

Reporting Relationships

This position reports to the Operations Manager.

Essential Job Functions:

1. Opening, sorting, stamping, and distributing all incoming mail.
2. Printing, sorting, and distributing all documents received via fax or email.
3. Folding, stuffing, and sending out all mail.
4. Researching all returned mail and leaving notes in FMS (the software system) of the results.
5. Scanning in all documents.
6. Sending out packages via FedEx or UPS.
7. Calling for maintenance on mail machines (such as folding, stuffing, and postage).
8. Tracking envelopes and check stock to ensure enough is on hand.
9. Collecting and tracking incoming documents from clients and their employees.
10. Tracking all incoming documents and entering the counts into FMS.
11. Work with clients, employees, and consultants to ensure accurate documents are received.
12. Ensure vendor and payroll checks arrive at the post office according to the approved schedule.
13. Effectively manage escalations within the department by ensuring appropriate accountability, sense of urgency, communication, and follow through to closure.
14. Responsible for suggesting methods to improve area operations, efficiency and service to both internal and external customers.
15. Handles special projects or other duties as assigned.

Qualifications

Required Technical Skills, Experience, Education, and Credentials:

1. Minimum of an Associate's Degree or a High School Diploma/GED and at least 4 years experience in a related field
2. Moderate knowledge of PC software and ability to learn new software.
3. Ability to maintain strict confidentiality.
4. Knowledge of relevant bookkeeping/accounting principles.
5. Ability and desire to cross-train, learn the work of other departmental staff in an effort to provide an effective back up when needed.
6. Ability to maintain a positive and flexible attitude that will continually improve the work environment and work with a diverse team

Required Competencies  

The competencies listed below identify the skills, behaviors and values that an employee must possess in order to be successful in this position.

1. Attention to Detail - Diligently attends to details and pursues quality in accomplishing tasks.
2. Teamwork - Promotes cooperation and commitment within a team to achieve goals and deliverables.
3. Customer Focus - Builds and maintains customer satisfaction with the products and services offered by the organization.
4. Creative & Innovative Thinking - Develops fresh ideas that provide solutions to all types of workplace challenges.

Work Environment and Physical Requirements

The work environment and physical demands described here are representative of those that an employee may experience or must do to successfully perform the essential functions of the job:

1. Must be able to move, transport, position, push/pull and/ or lift objects (or equipment) weighting at least 60 pounds
2. Ability to work in a fast-paced and noisy environment.
3. Ability to stand or sit for long periods of time.
4. Ability to complete repetitive movements related to printing, sorting, stamping, folding and lifting mail
5. Ability to work on/with machines for long periods of time(including but not limited to mail machines, printers, etc.)

Career Pathways

This would include other positions a person that has successfully mastered this role could potentially move into and/or other responsibilities this role could eventually take on:

1. Other opportunities within the iLIFE teams based on interest and skill set

This is a general outline of the essential functions of this position and shall not be construed as an all-inclusive description of all work requirements and responsibilities that may be inherent in this position. The employee may be required to perform other job-related duties as requested by the designated work leader(s). All requirements are subject to change over time.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.