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