Mailroom ClerkUnder general supervision, performs routine clerical and operational duties related to the processing, pick-up, and delivery of interoffice and United States Postal Services (USPS) mail; distributes inter-office and other incoming mail to departments and employees; determines appropriate postage rates for letters and packages; processes outgoing mail, packages, pre-sort, and bulk mailings according to USPS guidelines and regulations; delivers larger packages including periodicals and duplicating orders to appropriate recipients; prepares and maintains records related to incoming and outgoing mail and deliveries; and performs other related duties as assigned. Works under the direct supervision of the department manager. Does not directly or indirectly supervise other employees but may provide work direction to student workers. This is a temporary substitute position on an as needed basis. Schedule will vary as needed for coverage. Examples of DutiesThe following duties and responsibilities are typical of those performed in this classification. Performs routine clerical and operational duties related to the processing, pick-up, and delivery of interoffice and USPS mail. Distributes inter-office and other incoming mail to departments and employees by sorting it into the appropriate mailboxes within the mailroom. Determines appropriate postage rates for letters and packages based on size, weight, and delivery method to estimate project costs and ensure efficient delivery. Processes outgoing pre-sort and bulk mailings according to USPS guidelines and regulations; ensures labels meet quality and coding standards; sorts and groups individual pieces of mail by zip code; completes necessary paperwork to reduce mailing costs. Processes outgoing mail and deliveries of various formats including first class, media, certified, express, registered, and insured; completes appropriate forms and paperwork; packs, wraps, labels, and affixes postage to packages as necessary following established postal guidelines to ensure delivery in a timely and cost-effective manner. Delivers large packages, including periodicals and duplicating orders to appropriate recipients within the district using a motorized cart, vehicle, dolly, and/or other equipment as needed. Prepares and maintains records related to incoming and outgoing mail and deliveries, including packages received, mail to be forwarded, and other related items as assigned. Provides customer service, information, and assistance regarding USPS guidelines and regulations and mailroom policies and procedures in person, over the phone, and via email. Uses a district vehicle to deliver mail to and collect mail from other district facilities and USPS locations. Stays abreast of changes in USPS postal fees, regulations, and standards. May provide work direction and training to student workers. Performs other related duties as assigned.
Minimum Qualifications:
The education, training, and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.
Education and Experience:
High school diploma or equivalent.
Six (6) months of general clerical/office experience.
Licenses/Certifications/Other Requirements: Must possess a valid State of California Class C driver's license.
Knowledge of: Operation of mailroom equipment, including mailing machines, scales, meters, and copiers. USPS postal and shipping policies, regulations, and rates for determining the appropriate shipping method and effectively labeling and shipping letters, packages, and bulk mailings.
Proper lifting techniques to safely move large and/or heavy packages and mail bins.
Electronic recordkeeping practices and techniques.
Methods of filing information using alpha, numeric, and alphanumeric systems. Methods of clerical research.
Standard office software and modern office equipment.
Methods of prioritizing, planning, and organizing work.
Correct use of the English language, including spelling, punctuation, and grammar.
Principles and practices of customer service.
Business arithmetic.
Ability to: Receive, process, and distribute mail in a timely and responsible manner.
Rapidly and accurately sort mail, packages, and other materials alphanumerically.
Operate mailroom equipment such as mailing machines, scales, meters, and copiers.
Learn, apply, and explain rules and regulations related to processing various types of domestic and international mail.
Maintain routine records.
Understand and follow oral and written directions.
Organize and prioritize work to meet delivery schedules and deadlines.
Safely and legally operate motorized vehicles, including an automobile and electric cart.
Pack boxes and other containers such that contents will not be damaged during shipping.
Be responsible for valuable and/or sensitive resources such as postage meter, gas card, packages, and other items as assigned.
Use a dolly to transport large and/or heavy packages.
Operate a variety of office equipment including computers and printers/copiers.
Utilize standard office software (e.g., email, word processing, and spreadsheet software).Maintain confidentiality of sensitive and/or protected information.
Prioritize work and complete assignments accurately and within established deadlines.
Provide and obtain detailed information to/from others.
Provide customer service with a high level of sensitivity, tact, and patience.
Perform and prioritize multiple tasks.
Exercise reasonable judgment in performing job duties.
Communicate effectively, both orally and in writing.
Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.
Physical and Mental Standards: Mobility: frequent walking, sitting, and standing for long periods; occasional kneeling, crouching, pushing, pulling, and walking; occasional reaching above and below desk level.
Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes; and feel individual objects.
Lifting: frequent lifting of papers, files, equipment, and material weighing up to 50 pounds.
Visual Requirements:
frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.
Hearing/Talking: frequent hearing and speaking in person and on the telephone.
Emotional/Psychological Factors: frequent contact with others, including extensive public contact; frequent deadlines and time-limited assignments.
Environmental Conditions: Work is primarily performed in a mail room environment where the noise level may be loud. Some duties may be performed in an outdoor environment under varied weather conditions.
