Mailroom Specialist

JOB SUMMARY

The Mail Services Specialist is crucial to the processing, preparing, and delivering mail throughout Host-supported locations. The individual in this role maintains a precise daily schedule for the delivery of mail, packages, copy products, and stationery, and ensures that items are mailed and delivered quickly and efficiently. The Mail Services Specialist is also responsible for stocking mail and postage supplies, inspecting deliveries, and processing shipment requests with Host vendors.

This individual safeguards deliveries from damage and tampering, in addition to other duties such as responding to production needs.

DUTIES & RESPONSIBILITIES

• Deliver mail, packages, copy products, and stationery to assigned group locations per daily schedule.
• Ensure that all packages received/delivered are shipped and/or delivered same day, the consignee with be advised of next-day delivery.
• Check daily and replenish, if necessary, all mail and postage supplies.
• Audit delivered items with delivery invoices. Approve or reject deliveries based on inspections. Check for contraband.
• Ensure all shipped packages are adequately protected against damage.
• Process shipment requests with a vendor, advising package owner of arrangements.
• Apply appropriate postage amounts and required identification to outgoing mail and packages.
• Stock copy rooms and provide first response for copier fleet production needs such as clearing jams (no tool repairs) and determining if a technician is needed.
• May perform other duties including but not limited to monitoring online production/copy requests, setting up conference rooms for client meetings professionally answering telephones making direct calls, and taking messages.
• Performs other duties as assigned.

QUALIFICATIONS

• High School diploma or GED equivalent required and a minimum of 1 - 2 years of related work experience in warehouse, shipping, and receiving.
• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisors.
• Ability to effectively present information to an internal department and/or large groups of employees.
• Comfortable meeting and engaging with new people.
• Warm and engaging demeanor. Ability to assess circumstances, empathize, and offer help.
• Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
• Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
• Intermediate skills with Microsoft Office Suite, handheld mobile technologies, and applications.
• Ability to use a computer system to record materials received and shipped.
• Physical ability to assist with warehouse operations. Able to lift 50 lbs.
• Driver/Motor Vehicle Operation - The position will require the ability to operate a motor vehicle and have a valid California Driver's License.