Mail Clerk

Position Summary: 

The Mail Clerk will perform various duties related to the processing and distribution of daily mail at Vanderbilt University. This role is integral to ensuring quick and accurate delivery of incoming and outgoing mail and packages, supporting the Vanderbilt community.

About Vanderbilt University Mail Services: 

Vanderbilt University Mail Services provides an efficient and economical mail system that ensures quick and accurate delivery of both incoming and outgoing mail and packages. We are a vital link between the campus and the rest of the world. Whether delivering a care package from parents to a new student or processing the mailing of brochures that will send a department’s message across the country, we are committed to providing the highest level of care and service.

About Vanderbilt University: 

Vanderbilt is a renowned private institution founded in 1873, located just over a mile from downtown Nashville, TN. The university’s students, faculty, staff, and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where diversity is sought and celebrated. Employees take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review among 382 top colleges and universities for “happiest students” and highly ranked for “best quality of life,” “great financial aid,” “best-run colleges,” “beautiful campus,” and “great campus/city relations.”

Duties and Responsibilities:

Mail Sorting and Distribution:

• Receive, sort, and distribute incoming mail and packages to various departments, faculty, students, and staff.
• Ensure mail is sorted by recipient’s name, department, or other specified criteria by 9 am daily.
• Handle special deliveries, including registered, certified, and express mail.
• Determine the proper disposition of undeliverable mail within the same day of receipt and process accordingly.

Mail Dispatch:

• Collect outgoing mail from various departments and prepare it for dispatch.
• Weigh and apply appropriate postage to outgoing mail and packages.
• Coordinate with external postal and courier services for timely dispatch.

Record Keeping:

• Maintain accurate records of incoming and outgoing mail, including tracking numbers, sender and recipient details, and delivery dates.
• Handle mail-related inquiries and resolve issues related to lost or misdirected mail.

Package Handling:

• Receive and log packages delivered to the university.
• Notify recipients of package arrivals and coordinate pick-up or delivery if needed.
• Ensure safe storage of packages until they are picked up by recipients.

Interaction with Mail Partners:

• Coordinate with mail partners like Amazon, FedEx, UPS, and other courier services to ensure timely and accurate delivery and dispatch of mail and packages.
• Address and resolve any issues related to the services provided by these partners.

Equipment Maintenance:

• Operate and maintain mailroom equipment, including postage meters, sorting machines, and labeling machines.
• Report any equipment malfunctions and coordinate repairs or replacements as needed.

Customer Service:

• Assist students, faculty, and staff with mail-related inquiries and provide excellent customer service.
• Offer guidance on mail and package sending procedures, including postage rates and packaging recommendations.

General Duties:

• Ensure the mailroom is kept clean, organized, and free from hazards.
• Adhere to university policies and procedures related to mail handling and distribution.
• Stay updated with postal regulations and changes that might affect university mail operations.

Experience and Education:

• High school diploma or GED is required.
• 24 months of experience working in a postal environment is preferred.
• Valid TN driver’s license and a clean motor vehicle record (MVR). The motor vehicle check will evaluate the applicant’s driving history over a specified period as per Vanderbilt policy.
• Ability to compute postage charges, shipping rates, and charges for other mailroom services.
• Intermediate computer skills, strong organizational skills, and strong customer service skills required.
• Physical ability to lift and carry packages weighing up to 50 lbs.
• Ability to work independently and as part of a team.

Working Conditions:

• The mailroom environment may require standing for extended periods, frequent walking, and lifting heavy packages.
• The role involves routine interaction with various university community members, requiring a professional and courteous demeanor.