Mailroom Clerk


Guttmacher Institute

Title: Mailroom Clerk

Status: Full-time, Regular, Non-Exempt

Reports to: Senior Administration Manager

Location: New York City

Date: October 2018

Organization Summary:
Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of research, policy analysis and public education, the Institute works to generate new ideas, encourage enlightened public debate and promote sound policy and program development. The Institute’s overarching goal is to ensure the highest standard of sexual and reproductive health for all people worldwide.

Position Summary:
The mailroom clerk will assist in responding to administrative responsibilities of the Administration department and support mailroom operations.

Support mailroom operations for the Institute, which includes but is not limited to: sorting, distributing, and securing incoming mail, including faxes and overnight packages
Accept deliveries and operate mail machine to determine postage rates, record postage expenditures and maintain postage records using software in mail machine
Assist with daily service requests using electronic ticketing system
Make arrangements and maintain records for registered mail, overnight mail delivery, bulk mailings, and courier and messenger services; reconcile documentation for submittal for final approval
Maintain and replenish stock levels of all pantry items on 16th, 7th, and 3rd floors; work with the administrative coordinator to order supplies as necessary
Assist the administrative coordinator in maintaining, distributing, and replenishing inventory of office supplies within the mailroom and for individual staff
Troubleshoot issues with office equipment and appliances (i.e. copiers, fax machines, refrigerators, dishwasher, and printers); inform administrative coordinator when equipment is not working and/or is in need of repair
Daily maintenance of appearance, cleanliness, and organization of the mailroom; take the lead in organizing and maintaining basement and off-site storage units
Assist during furniture and office moves, equipment and furniture inventory, the Administration department’s Safety Day, and other yearly events
In the absence of the administrative coordinator, inspect the work of vendors
Assist staff with large and/or complicated photocopying or mailing projects as requested
Set up and inspect workstations for new and transitioning staff
Provide daily back-up for the receptionist and administrative coordinator during daily lunch breaks, breaks, scheduled vacations, and other absences.
Perform other related job duties as assigned by supervisor.

High School diploma
One year of related experience; experience managing inventory strongly preferred
Strong interpersonal communication and customer service skills, with the ability to interact with all levels of staff
Proficiency using MS Word and Excel
Demonstrated experience in operating and troubleshooting issues with office machinery including but not limited to: fax machines and copiers
Must be well organized and demonstrate attention to detail; ability to follow up proactively on assignments
Ability to work independently and juggle multiple priorities with minimal supervision
Ability and willingness to navigate the office environment and conduct business transactions, on behalf of the Institute, at local places of business (i.e. the bank, post office, etc.)
Must be able to move and lift office furniture, boxes, and office supplies weighing up to 50 pounds.
Salary and benefits

Low $40,000 with excellent benefits that include medical, dental, vision and life insurance, 401(k) with employer match, commuting subsidy, and generous time off.


To apply, submit resume and cover letter here. Applications will be accepted through Friday, October 26, 2018.

Please note that no telephone calls will be accepted. No agencies, please.

The Guttmacher Institute is an equal opportunity employer.