Mail Clerk
The Mail Clerk independently performs a variety of assigned duties related to the Mail Room operations on Harvey Mudd College's property. This position assists with coordinating the College's mailroom operations in conjunction with outside postal agencies, and provides accurate information and assistance to students, faculty, and staff; ensures the mailroom provides a high level of customer service; assist the Custodial and Mailroom Services Manager by conducting and coordinating special projects for the mailroom, as assigned. Duties and responsibilities are varied and may be confidential in nature. Knowledge of the organization, and College's policies and procedures is essential. All work is performed independently, under general supervision of the Custodial and Mailroom Services Manager.
Assists with providing direction to student staff to ensure incoming and outgoing U.S. and campus mail is processed timely and accurately. Includes sorting and distribution, mail metering, Federal Express, Airborne, UPS, USPS, other carriers, and specialized mailings. Notifies persons regarding arrival of special deliveries or packages.
Composes a wide variety of documents, as assigned, from semi-finished source material, or raw data. Produces final documents formatted with correct spelling, syllabication, punctuation, and grammar.
Assist with researching, compiling, and preparing materials related to special projects, non-routine reports, correspondence, and other documents. Obtains and furnishes necessary information from a variety of internal and external sources.
Maintains a high level of customer service for faculty, staff, and students. Anticipates needs and may recommend ways to enhance service and improve mailroom operations. Assist with training mailroom student staff to maintain a professional, safe, organized, and clean work environment.
May advise mailroom staff as well as faculty, staff and students on mail procedures, postal rates, and regulations. Assist with scheduling routine maintenance as well as repair-maintenance as necessary.
Performs related clerical duties such as applying labels, address changes, etc.
Assist with preparing billings for various department accounts for postal and express services.
Performs hands on sales including method of payment by way of cash, personal checks, and Claremont Cash to HMC. Ensure all monetary exchanges are accurate and placed and secured into the cash box immediately.
Assigns and maintains data regarding mailbox assignments. Closes out boxes. Maintains forwarding addresses for students, staff, and faculty.
Responds independently to inquiries regarding mail and package shipping and delivery. Exercises considerable tact and discretion.
Anticipates the needs of the mailroom to order supplies.
May recommend initiatives, maintain the mailroom recycling and utility conservation efforts and activities.
Perform related duties such as folding, sorting, metering, forwarding, and delivering mail, applying labels, stuffing envelopes, zip-coding etc.
Performs other duties as assigned.
Education and Experience:
Education: Any combination of education and experience equivalent to graduation from high school or any combination of education, training or experience that provides the required knowledge, skills, and ability.
Experience: Two to three years of related experience. Preference to candidates with specific mailroom experience, knowledge of postal regulations, DOT, IATA, Title 49 and computer skills as listed above. Experience in an educational setting is desirable.
Licenses/Certifications: Must possess and maintain a valid driver's license and a driving record acceptable to the College's automobile insurance carrier.
Knowledge, Skills, and Abilities:
Must have the ability to work independently exercising discretion and judgment in the performance of job responsibilities as well as work collaboratively with team members.
Knowledge and understanding of state and federal regulations as they relate to essential functions.
Knowledge of postal regulations, metering equipment.
Knowledge of Department of Transportation (DOT) regulations for shipping.
Knowledge of International Air Transportation Association (IATA) for shipping.
Knowledge of the Regulations for the transportation and shipment of hazardous materials found in Title 49 of the Code of Federal Regulations.
Proficiency in oral, written, and interpersonal communication skills, and demonstrated ability to write clearly using proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work. Ability to maintain open channels of communication with students, faculty, staff and off campus constituents.
Sort and file alphabetically and by project or subject-related heading. Research files and other internal and external sources to select relevant to projects.
Personal integrity and ability to interact respectfully and tactfully with various constituencies (trustees, faculty, administration, and staff) as well as individuals with varying abilities, backgrounds, interests, and beliefs; ability to represent the Office with discretion and professionalism.
Ability to handle a wide variety of tasks simultaneously while focusing on detail and maintaining calm under pressure.
Demonstrated self-starter with excellent judgment; follow-up, problem-solving skills, and organizational skills; ability to assess tasks, set priorities, and complete tasks on time.
Demonstrated commitment to quality customer service.
Ability to provide excellent customer service and implement improvements affecting daily operations.
Ability to walk, stand, climb, push, pull, twist, stretch, lift heavy packages up to 50 lbs from ground to waist level without assistance and work on feet for long periods.
Knowledge of and the ability to assist with training while also observing and practicing safe working habits.
Willingness and ability to work select weekends and evenings, as required (e.g., Commencement and Alumni Weekend).
Maintain an acceptable attendance record, punctuality, and meeting deadlines.
Maintain a functional awareness of the typical hazards of the workplace as well as the special hazards that may be encountered at the College such as biohazards, radiation, chemicals, etc.
Follow established procedures for dealing with such potential hazards.
Promptly report accidents on the job and prepare and submit required accident reports.
Remote Work Eligibility: Category A. All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. This position is classified as Category A as defined in the College's Remote Work Policy, without occasional ad-hoc remote work flexibility. Your position is essential to on-campus operations and requires you to work exclusively on campus.
Your standard working hours will generally be from 9:00 a.m. to 6:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs. All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member, and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.
Physical Requirements: While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Hours: Regular office hours are 9:00 a.m. 6:00 p.m., Monday through Friday. The mailroom's official operating hours are 8:00 a.m. 6:00 p.m., Monday through Friday, and the assigned shift may vary due to the needs of the department or the College.
Classification: This is a non-exempt, full-time, regular, benefits eligible, position. Classification: $20-$22 per hour. Reports To: This position reports to the Custodial Services Manager.
Additional Information: This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act. Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration
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