Mail Room Clerk

Mail Room Clerk

Mailroom clerk is directly responsible to the Purchasing Manager. Responsibilities include but are not limited to the following : Basic photocopy jobs, Printing business and appointment cards, Coordinating service of photocopy machines, Training of users for the photocopier machines, Sort and distribute incoming and outgoing mail, Assist with mailboxes, Post outgoing mail, and Shipping outgoing packages.

EDUCATION AND EXPERIENCE REQUIREMENTS :

• Requires high school diploma, or equivalency, one-year experience in a mailroom, knowledge of proper body mechanics, experience in operating high-speed photocopiers, drill press, paper cutter and postage machine and experience working independently.

PHYSICAL REQUIREMENTS :

The position is located indoors under normal working conditions. Should be able to push / pull 25 lb., lift / move 15 lb. from floor to table, be able to perform moderately difficult manual manipulations such as using a key board, writing and filing for extended periods of time, must be able to perform tasks which require hand-eye coordination such as data entry, typing and using photo copiers. Mobility requirements may include the ability to sit at a computer terminal or work station for a prolonged period of time in addition to being able to squat, stand and walk for a reasonable length of time and distance. Sensory requirements include the ability to articulate and comprehend the spoken English language in addition to being able to read the English language.

Performance Standards Measurement Criteria

A.

Sorts and distributes incoming mail.

1.

Picks up the U.S. Postal Service mail delivery from the Receiving Dock, Monday through Friday and returns to Mailroom.

2.

Sorts incoming U.S. Postal Service mail and places in the appropriate pickup locations.

3.

Mail that is not deliverable is returned within 48 hrs. to the U.S. Postal Service.

4.

Mail that is known or suspected to be valuable is placed in a secure location.

B.

Processes outgoing mail

1.

All envelopes and flats are collected and stamped with the appropriate postage.

2.

All first class envelopes are counted, tagged and placed on the Receiving Dock for pick up, no later than 4 : 00pm, Monday through Friday.

3.

Advises Manager of problems or variances.

4.

Coordinates refill of postage meter as needed.

5.

Maintains monthly postage meter readings; forwards information to Manager in a timely manner.

C.

Photocopy materials

1.

Photocopying of Administrative documents, such as Surgical Schedules (daily), Administrative house-wide memos, policies and procedures, bylaws, Ellis Hospital Update , etc., on time, as directed by the job.

2.

Photocopy other short run jobs, as time permits (mail is priority).

3.

Advises Manager of unsolvable copy quality problems or copier equipment problems.

D.

Orders Mailroom Supplies

1.

Orders, through the Manager, copier and paper supplies as needed, on a timely basis, minimizing disruptions to service.

2.

Orders are based on par levels established with assistance of the Manager.

E.

Coordinates photocopier and mail equipment service calls.

1.

Places calls for service as soon as possible.

2.

Keeps a daily log of service calls made, and advises Manager of outstanding problems.

3.

Advises Manager of any service problems that exist more than 24 hours, or are unusual.

F.

Assists customers with the use of photocopiers.

1.

Assists customers on how to use the various photocopiers.

2.

Promptly responds to requests for supplies or service.

3.

Handles routine service needs, such as clearing paper jams or providing toner refills.

G.

Assists with the distribution of in-house mail.

1.

Assists customers with finding the appropriate mail boxes as requested.

2.

Advises the Manager with needed mailbox changes.

3.

Reminds the departments if mail is not being picked up on a reasonable basis.

H.

Cleans and organizes the Mailroom.

1.

Equipment is cleaned daily after use.

2.

Photocopier meter readings are taken monthly and given to Manager.

3.

Equipment, supplies, and fluids are checked daily.

4.

Refuse is placed in appropriate containers and Housekeeping will pick it up.

5.

Supplies are neatly stored.

6.

Magazines are turned over to the volunteers for placement in lobby areas.

I.

Training of Employees

1.

All details of the job are properly demonstrated to the trainee.

2.

Provide guidance and reinforcement to trainee regarding procedures and departmental policies.

J.

Follow Job Procedures

1.

Manager is notified whenever pro-cedures are altered.

K.

Shipping of outgoing packages

1.

Outgoing packages are processed and sent out in a timely manner.

2.

Maintains shipping logs.

3.

Shipping area is kept organized, neat & clean, with adequate supplies.

L.

Prints business & appointment cards.

1.

Prints small quantities (usually

2.

Replenishes supplies as needed.

Adheres to hospital policies and procedures related to :

1.

Continuing education records will be completed and forwarded to Human Resources annually regarding mandatory educational requirements.

2.

Complete annual health assessment form as required, maintains current inoculations.

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex / gender, age, national origin, disability, genetic information, predisposition or carrier status, military or veteran status, prior arrest, or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, or domestic violence victim status.

Salary Range : $15.84-22.96 / hour Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.

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