Function Coordinator/Receiving Clerk 6-3

Description

                                                                  Function Coordinator / Receiving Clerk

Job Summary:

The primary responsibility of the Function Coordinator / Receiving Clerk is to maintain a personal calendar of meetings and events, coordinate events, prepare, order, pick up and take down for meetings, pick up miscellaneous supplies.  Receive packages, sort them, log tracking numbers and put items away.  As well as back up Courier and Mailroom when needed. 

Duties/Responsibilities:

           Receiving

• Receives, sorts packages, scans shipping labels onto receiving’s log sheet
• Inventory and examine goods shipped and verifies completeness of shipments
• Scans the packing slips – saving purchase orders on computer
• Receives the packing slip in on the G.P. System for accounting
• Distributes shipments to Primary Care Partners, and tenants in the building
• Unpack and stock products on the shelves in their proper location in the supply room for PCP
• Accomplish immediate follow-up action to correct all discrepancies noted in receiving
• Completes packing slips on accounts, alphabetizing them, then turning them into the Accountant
• Detects hazard or leaking products from shipment and follow through with hazard procedures
• Managing Inventories for the various divisions on Xerox Toners, drums & supplies

Meetings and Events

• Use of the established system for PCP for receiving and tracking meeting and event requests for all pods.

Maintain a personal calendar where meetings and events can be easily reviewed and updated daily.

• Reserve venue for summer picnic.
• Set up and take down for meetings, order food, pick up, make sure equipment is available (i.e. flip charts, markers, etc.)
• Maintain monthly log of functions per pod including number of people and cost per event

Courier and Mailroom Backup

• Assume the responsibility of the courier (emergency backup plan) in his/her absence (i.e. vacation, illness), pick up and deliver (between pods, track mileage) 
• Assume  the responsibility of the mailroom clerk (emergency backup plan) in his/her absence (i.e. vacation, illness), sort and distribute mail

Miscellaneous  

• Responsible for  providing dependable transportation to complete job responsibilities; maintain appropriate documentation of mileage and turn this information in to accounts payable by the required date
• Check with staff for additional tasks when downtime occurs
• Run miscellaneous office errands
• Provide all receipts for all charges and monies paid out, verify charges for credit card statements and turn them into accounts payable by required date
• Duties as assigned
• Inventory of supply rooms and entering count into GP software system on computer.
• Stocking of bowls/utensils/cups to division breakrooms
• Cleaning of the three fridges (2 breakroom, 1 office) in Garden level breakroom

Work Experience:

1-2 years of experience in meeting and event set up and maintain meeting calendars and/or shipping/receiving. 

Education Requirements:

High School Education or equivalent work experience

General Requirements:

Must have good communication skills, accuracy on the job, organizational skills, ability to be flexible and a high level of enthusiasm. Must have a vehicle, excellent driving record, current automobile insurance, and a current Colorado driver’s license.  Must be honest and trustworthy with company purchases and funds

Position Type/Expected Hours of Work:

This is a full-time position at 40 hours a week.  Works primarily Monday through Friday between 6 a.m. – 3 p.m.  Expected hours of work may change at any time with or without notice.

Working Environment:

Fast paced office environment with numerous interruptions and a very wide variety of tasks.  Works in a well-lighted and ventilated office.   Requires significant walking, climbing stairs, and lifting heavy, moderate, & light boxes.   Driving in all types of weather, & flexible enough to get in and out of car.

Physical Demands:

The physical demands descripted here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear.  This is primarily a sitting role with significant computer work, some walking around the office with some light lifting.   Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. 

Qualifications

Work Experience:

1-2 years of experience in meeting and event set up and maintain meeting calendars and/or shipping/receiving. 

Education Requirements:

High School Education or equivalent work experience

General Requirements:

Must have good communication skills, accuracy on the job, organizational skills, ability to be flexible and a high level of enthusiasm. Must have a vehicle, excellent driving record, current automobile insurance, and a current Colorado driver’s license.  Must be honest and trustworthy with company purchases and funds

Salary : $16