Mail Room Assistant/Clerk

MyEyeDr. - Vienna, VA (30+ days ago)2.9


POSITION SUMMARY
The mailroom clerk position involves receiving and sorting mails and distributing them to specific individuals or departments they are addressed to. The clerk performs his/her work either by using his/her hand or by using advanced mail sorting tools, depending on the volume of the mails, to make the job easier and faster. It is the responsibility of mailroom clerks to ensure that mails are not tampered with until they reach their rightful owners. As the mail person, the clerk is responsible for keeping track of mails received by the organization and those sent out.

ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Keep record of all mails received using the computer system in an order to be able to identify date of receipt, where and whom it was sent to for easy identification. This process helps in tracking mails and packages and prevents losses
  • Sort packages and group them into different categories for easy dispatch and safe handling during delivery to prevent damage of sensitive packages if they were mixed up with non-sensitive ones
  • Collect mails and packages from staff in the organization, including spelt out addresses of where they will be sent to
  • Work with courier services and postal offices to get best rates of mail delivery and stay updated on quality of service delivery
  • Gather inventory items and evaluate seasonal inventory counts, recording inventory items and materials
  • Fill relevant details in distribution and shipping forms, providing accurate information to ensure that mails are delivered to the right locations and people
  • Maintain supplies, including shipping and mailing envelopes, boxes, markers, forms stickers, and tape available to ensure that they don’t go out of stock
  • Keep the mailroom organized by properly arranging the bundles of mail and packages coming in to prevent littering and jam-packing in the office space
  • Weigh employee items to be mailed to get the right weights and assign the proper amount of postage to them
  • Receive mails coming into the organization or from the post office
  • Record the date of receipt, name of the sender, and location of the receiver
  • Deliver mails to departments and to individuals within the organization; and collect mails to be sent out from them
  • Maintain a good relationship with courier agencies to ensure that they are readily available when the need for their services arises
  • Answer customers’ questions related to postage rates, safety, and duration of delivery
  • May be responsible for procuring materials used by the mailroom
  • Ensure that the mailroom and surroundings are always neat
  • Maintain high level of confidentiality in handling mails
  • Monitor the movement of mails sent outside the organizations
EXPERIENCE AND QUALIFICATIONS
  • High School/GED
  • Continuing education in related fields
  • 3-5 years’ experience in various Distribution Center functions
  • 2+ years’ experience in retail preferred
  • Process improvement experience
KNOWLEDGE, SKILLS AND ABILITIES
  • Penchant for action, a high level of professionalism, good judgment/decision making and an appropriate level of assertiveness and ambition
  • Excellent prioritization, organizational and time management skills
  • Basic Microsoft Office skills, especially in Excel
PHYSICAL DEMANDS
  • This position requires the ability to communicate and exchange information, utilize equipment necessary to perform the job, and move about the office.
  • Must have ability to lift at least 25 pounds. Standing, bending, twisting, stooping required on daily basis.
WORK ENVIRONMENT
  • Office environment and stock room locations