What are the responsibilities and job description for the File Room Clerk position at Indianapolis Housing Agency?
Position Summary
SUMMARY: Responsible for picking up & metering all outgoing agency mail. Ability to run and manage electronic mail meter. Responsible for the Agency's centralized filing system. Maintains an electronic and paper filing system of agency records, through classification, storing, retrieving, and updating. Maintains a centralized store of common office supplies used within the central office location.
Position Responsibilities
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Responsible for going to each department picking up all outgoing mail.
Responsible for managing all mail run pickup times and stay on schedule.
Responsible for accurately metering all mail parcels, stamped & sealed to be ready for final pickup.
Knowledgeable with mail meter, being able to troubleshoot if necessary.
Responsible for going to each department picking up all outgoing mail.
Responsible for managing all mail run pickup times and stay on schedule.
Responsible for accurately metering all mail parcels, stamped & sealed to be ready for final pickup.
Knowledgeable with mail meter, being able to troubleshoot if necessary.
Reviews incoming material, sorts, and codes, scans and shelves according to the file system.
Maintains an electronic database of all files.
Retrieves and delivers files for qualified personnel upon request.
Searches for and investigates information contained in files, inserts additional data on file records, completes reports and keeps files current.
Maintains security of central file room limiting access to authorized personnel only.
Recommends and implements procedures for the proper management of the filing system.
Maintains strict confidentiality of all information contained in the centralized files.
Maintains a centralized store of common office supplies utilized by the central location, including ordering, storing and distributing such supplies.
Performs other related duties as assigned.
Qualifications
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge of housing regulations and Agency policies, procedures and practices. Skill in operating computer equipment and general office machines. Bondable.
Experience with record management systems preferred. High School diploma or GED required.
Must be a resident of, or willing to relocate to Marion County within six (6) months of employment.
LANGUAGE SKILLS: Ability to communicate clearly and concisely orally and in writing.
MATHEMATICAL SKILLS: Good knowledge of basic arithmetic.
REASONING ABILITY: Ability to deal effectively with situations that require professionalism, tact and diplomacy in a work setting; and to establish and maintain effective and courteous relationships with other employees, residents and other business contacts.
CERTIFICATES, LICENSES, REGISTRATIONS: Valid Indiana Driver’s License.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work is sedentary at times, but does involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and the use of eyes and hands to work with computers and other office equipment. Must be able to lift up to 50 lbs.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work involves the normal risks associated with an office or file room environment, and is usually in an area that is adequately heated, cooled, lighted and ventilated.
