JOB SUMMARY:
With guidance from the Facilities Supervisor, the Facilities Support Specialist coordinates and supports all functions on the loading dock, processes all incoming and outgoing deliveries, completes incident reports involving accidents that occur to vehicles, delivery personnel, employees in and around dock.
A significant portion of the Facilities Support Specialist’s job involves handling, processing, and delivering incoming and outgoing USPS and inter-office mail on a daily basis. This includes handling incoming and outgoing Certified, Registered, Priority and Express Mail. This position also handles the receiving, separation, and delivery of inbound and outbound packages from Amazon, Federal Express, Maryland Messenger, Staples, UPS, and USPS, etc.
MAJOR DUTIES AND RESPONSIBILITIES:
Checking, Examining, and Recording
- Maintains loading dock in an orderly fashion, free of obstacles and safety hazards. Reports problems with overhead door to Facilities Supervisor.
- Log-in and delivery of all incoming packages or envelopes with a tracking number, including but not limited to Amazon, Federal Express, Maryland Messenger, Staples, UPS, and USPS, etc.
- Maintains current and up to date log books for rotating 6 months.
- Tracks packages as required.
- Processes invoices for payment for the Facilities Department. This involves receiving invoices from the Finance Department, coding the invoices, and presenting them for approval to the Director of Real Estate and Facility Operations. Once approved, copies are kept in the Facilities Department and original invoices are given to the Finance Department for payment.
- Check items to ensure that addresses are legible and correct, that sufficient postage has been applied or the appropriate documentation is attached, and that items are in a suitable condition for processing. All envelopes must be sealed and postmarked, then put into the US Mail Box by 4:30 p.m. or handed to the US Mail Carrier when they deliver our incoming mail
- Identify mail that is not addressed to a specific individual or department by opening and reading contents only if necessary.
Compliance, Policies, and Procedures
- Completes incident reports involving accidents that occur to vehicles, delivery personnel, and employees in and around dock.
- Work according to established practices, procedures, techniques, and standards with minimal supervision within the assigned time frame maintaining productivity levels.
- Exercises normal protective care for equipment and materials used. Exercises a normal regard for the safety of self and others.
- Maintain confidentiality and security of information per HIPAA Privacy Rule guidelines.
Planning and Organizing
- As warranted, coordinates incoming and outgoing orders for equipment and material with the Procurement department.
- Responsible for coordinating the delivery of mail and/or packages to other company locations using a courier service (i.e. Columbia, Easton, Glen Burnie, Randallstown, Way Station)
- Responsible for receiving and distributing all incoming US mail, as well as collecting and re-disbursing all inter-office mail.
Workplace Computers and Equipment
- Responsible for postmarking outgoing US Mail using a designated postage machine.
- Issue new or updated ID badges and access cards for new hires and current employees. Produce card history reports as requested, and complete quarterly access card audits.
Professionalism
- Has direct public contact with employees, clients and patients, and must behave in a professional and courteous manner, assisting those individuals who may ask for help, or appear to be needing assistance.
Communication
- Communicates orally and in writing with other employees in person, using a computer and/or a telephone. Is able to communicate effectively in a professional and friendly manner.
SKILLS AND ABILITIES:
- Communicates orally and in writing with other employees using computer and telephone.
- Is able to communicate effectively in a professional and friendly manner.
- Ability to identify mail that is not addressed to a specific individual or department.
- Ability to bend, stoop, stand, reach and possibly climb a ladder if required.
- Organizational skills needed to maintain records of incoming and outgoing mail and packages. (using Microsoft Excel)
- Ability to operate scanning equipment in order to scan incoming or outgoing mail or packages.
- Must be able to lift up to 40 lbs. alone; more than 40 lbs. with assistance if needed.
EDUCATION AND/OR EXPERIENCE:
- Required: High school diploma or equivalent
- Desired: some college education
- Knowledge and skills necessary to postmark outgoing US Mail using a designated postage machine.
- Experience working with mail machine equipment, including postage machines and scales is desired.
- Knowledge of various levels of postal pricing, including certified mail, return receipt, priority and express mail. Including knowledge of mailing out packages using alternate courier services such as Federal Express, UPS, Maryland Messenger, etc.
- Experience using Windows, Microsoft Office, Internet, PC, calculator, phone and filing systems, or the ability to learn how to use these products to accomplish required responsibilities.
