The Mailroom Coordinator is responsible for the daily operation of the Mailroom. The operation includes performing a variety of duties in the collection, processing and distribution of interoffice and U.S. Mail. Emphasis of the work is on the accurate and rapid processing of mail. May be assigned to plan, assign and review the work of a small clerical staff in the processing of out-going and incoming mail. Supervision is received from an administrative or clerical supervisor who provides advice and assistance on difficult problems and reviews work for satisfactory performance in accordance with U.S. Postal regulations. Perform a variety of duties relative to assigned area of responsibility. The position requires the ability to communicate and work closely and efficiently with others in a fast-paced and sometimes stressful environment.
Essential Duties and Responsibilities:
Listed below are the typical duties and responsibilities of this position. Other duties may be assigned as needed.
Essential Functions:
- Leads and coordinates all mail services activities.
- Acts as liaison between the Hospital and the Postal Service to determine latest changes in methods and procedures that affect the Hospital.
- Attends all scheduled mailroom meetings and training seminars.
- Advises and trains Hospital personnel and volunteers in mailroom operations and procedures.
- Affixes postage, weighs envelopes and parcels, calculates postage, sorts by local and out-of-town, bundles and marks accordingly.
- Maintains records of departmental postage use.
- Receives and distributes incoming mail for all departmental postage use.
- Receives and distributes incoming mail for all departments, all faculty and administrative offices. Includes first-class mail, third-class mail, packages, films, and newspapers.
- Distributes all communications within the Hospital that passes through the mailroom while keeping up to date on an hourly basis.
- Distributes journals, handbooks, catalogues, brochures and other educational materials
- Knowledge of U.S. Postal Service rules, regulations, rates and documentation mandatory for processing U.S. mail.
- Knowledge of the operation of standard and computerized mail processing equipment; operate a variety of other machines and equipment.
- Operate a personal computer and peripheral equipment, using modern software.
- Knowledge of Hospital organization, office practices and procedures.
- Perform related duties and responsibilities as assigned.
- Work closely with management to learn and to develop the best practices and procedures and find ways to increase productivity.
Supervisory Responsibilities:
- Has the ability to take direction and work independently with minimal supervision.
Required Qualifications:
- Methods and techniques of handling equipment, materials and supplies.
- Methods and techniques of mailroom clerical work.
- Principles and procedures of record keeping
- Modern office procedures, methods or materials and equipment including computers.
- Basic mathematical principles.
- Possesses flexibility and ability to adapt to new situations, procedures and routines.
- Good work and attendance record.
Education and/or Experience:
Mathematical Skills:
- Ability to perform basic math skills.
Reasoning Ability:
- Ability to prioritize and solve practical problems and deal with a variety of situations on a day-to-day basis where limited standardization may exist.
- Ability to interpret and follow a variety of instructions furnished in written, oral and diagram or schedule form.
Other Skills and Abilities:
- Provide information and assistance to staff members in a helpful, courteous and timely manner.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Skill to operate material handling equipment such as hand carts for successful job performance.
- Write simple correspondence.
- Effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
- Operate postage meter machine and basic typing.
- Operate equipment with speed and accuracy while standing.
- Make independent decisions in accordance with procedures, laws and regulations and apply these to work problems.
- Plan, assign, review, supervise and inspect the work of others.
- Ability to work in a multi-ethnic and multi-cultural environment with faculty and staff.
Physical Demands:
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.
- While performing the duties of this job, the employee is regularly required to stand, walk and use hands to handle, finger or feel objects or tools. Occasionally the employee must reach, bend, kneel, climb or crouch.
- The employee must occasionally exert or lift moderately heavy to heavy items.
- Successful performance requires specific vision abilities that require close vision.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Noise levels on occasions can be more than moderate.
- Heat levels on occasion can be more than moderate.
- Some chemicals are used in this environment. Required safety items are provided and must be worn when performing duties
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