Mail Distribution Clerk

Job Description

POSITION PURPOSE:

The Distribution Clerk is responsible for sorting, processing and distribution of internal/external inbound and outbound mail, parcels, express shipments and heavy freight. The ability to operate automated mailing, shipping and copier equipment is required.

DESCRIPTION OF GENERAL RESPONSIBILITIES:

Ensures prompt delivery of all incoming mail and internal correspondence, such as letters freight, supplies, parcels, newsletters and other confidential mail and hand-delivered documents; obtain proof of delivery and maintains accurate records for Express, Certified, Registered and other special-delivery items; provides customer services to executive management, expediting confidential deliveries on short notice and within limited time frames.

Opens, verifies, distributes, and delivers internal mail items and ensures that they are given to the proper recipient from desk-to-desk delivery; loads and monitors the mail-mobile cart; moves multiple work buckets, boxes and crates; makes calls to internal customers to determine the proper routing of mail; and; prepares mail for delivery by repairing documents, removing staples, making enlargements and putting documents in proper order; researches items using all internal tracking and storage systems, etc., or any other key identifier that ensures the work item is given to the intended recipient for processing; corrects documents that are sent out of order, or with the incorrect information or address, or with incomplete information; ensuring that a delay is not made in handling a request and proper regulatory standards are met; responds to research requests.

Processes mail through the sorter machine; loads and operates the mail document extractor machine, ensures that the work is loaded into the proper job set-up; ensures the equipment is performing at the predetermined specifications, and troubleshoots machinery as necessary.

Responsible for the sorting, processing and distribution of internal/external inbound and outbound mail, parcels, express shipments and heavy freight. Must be proficient in automated mailing, shipping and copier equipment.

Performs daily preventive maintenance to ensure that vehicles and machinery are operational, including but not limited to checking vehicle fluid levels and tire air-pressure, vehicle gauges, etc.; breaks down the equipment, extensive cleaning/vacuuming, and hourly checks as required by the manufacturer of our equipment.

Transports items prepared for imaging and imaged documents from team to team and to document retention.

Maintain a thorough knowledge of all company procedures, policies, and contract performance requirements, and deliverables.

Exhibits strong customer service and communication skills with the ability to interact with internal and external customers.

Assist in the day-to-day performance of the operation.

Assist in maintaining mailroom safety and security.

Assume responsibility for assigned functional area and ensure the performance is within the contractual requirements.

Process registered, certified, and insured mail by filling out the proper forms and determining the charge for the service.

QUALIFICATIONS:

EDUCATIONS/CERTIFICATIONS: High school graduate or equivalent and one year of related work experience.

SKILLS/ABILITIES:

Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access).

Possession of good oral and interpersonal communications skills to interact and provide information to internal and external customers, and ability to understand oral and written instructions.

Ability to read and understand instructions, to add and subtract numbers and to distinguish between numbers and letters.

Ability to handle assigned tasks with concentration, speed, and accuracy; ability to maintain established service levels, and ability to meet departmental requirements.

Ability to lift to 40 pounds and push and pull 100-to-200-pound gurneys consistently throughout the day.

Ability to maintain a flexible work schedule which may include weekends and holidays or working overtime on very short notice.

WORKING CONDITIONS:

The work environment varies from a normal office environment to a noisy production mailroom and/or receiving and shipping docks.