Mail Clerk

Harvey Mudd College•Claremont, CA

20h•$20 - $22•Onsite

About The Position

The Mail Clerk independently performs a variety of assigned duties related to the Mail Room operations on Harvey Mudd College’s property. This position assists with coordinating the College’s mailroom operations in conjunction with outside postal agencies, and provides accurate information and assistance to students, faculty, and staff; ensures the mailroom provides a high level of customer service; assist the Custodial and Mailroom Services Manager by conducting and coordinating special projects for the mailroom, as assigned. Duties and responsibilities are varied and may be confidential in nature. Knowledge of the organization, and College’s policies and procedures is essential. All work is performed independently, under general supervision of the Custodial and Mailroom Services Manager.

Requirements

Any combination of education and experience equivalent to graduation from high school or any combination of education, training or experience that provides the required knowledge, skills, and ability.
Two to three years of related experience.
Must possess and maintain a valid driver’s license and a driving record acceptable to the College’s automobile insurance carrier.
Must have the ability to work independently exercising discretion and judgment in the performance of job responsibilities as well as work collaboratively with team members.
Knowledge and understanding of state and federal regulations as they relate to essential functions.
Knowledge of postal regulations, metering equipment.
Knowledge of Department of Transportation (DOT) regulations for shipping.
Knowledge of International Air Transportation Association (IATA) for shipping.
Knowledge of the Regulations for the transportation and shipment of hazardous materials found in Title 49 of the Code of Federal Regulations.
Proficiency in oral, written, and interpersonal communication skills, and demonstrated ability to write clearly using proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work.
Ability to maintain open channels of communication with students, faculty, staff and off campus constituents.
Sort and file alphabetically and by project or subject-related heading. Research files and other internal and external sources to select relevant to projects.
Personal integrity and ability to interact respectfully and tactfully with various constituencies (trustees, faculty, administration, and staff) as well as individuals with varying abilities, backgrounds, interests, and beliefs; ability to represent the Office with discretion and professionalism.
Ability to handle a wide variety of tasks simultaneously while focusing on detail and maintaining calm under pressure.
Demonstrated self-starter with excellent judgment; follow-up, problem-solving skills, and organizational skills; ability to assess tasks, set priorities, and complete tasks on time.
Demonstrated commitment to quality customer service. Ability to provide excellent customer service and implement improvements affecting daily operations.
Ability to walk, stand, climb, push, pull, twist, stretch, lift heavy packages up to 50 lbs from ground to waist level without assistance and work on feet for long periods.
Knowledge of and the ability to assist with training while also observing and practicing safe working habits.
Willingness and ability to work select weekends and evenings, as required (e.g., Commencement and Alumni Weekend).
Maintain an acceptable attendance record, punctuality, and meeting deadlines.
Maintain a functional awareness of the typical hazards of the workplace as well as the special hazards that may be encountered at the College such as biohazards, radiation, chemicals, etc. Follow established procedures for dealing with such potential hazards. Promptly report accidents on the job and prepare and submit required accident reports.

Nice To Haves

Preference to candidates with specific mailroom experience, knowledge of postal regulations, DOT, IATA, Title 49 and computer skills as listed above.
Experience in an educational setting is desirable.

Responsibilities

Assists with providing direction to student staff to ensure incoming and outgoing U.S. and campus mail is processed timely and accurately. Includes sorting and distribution, mail metering, Federal Express, Airborne, UPS, USPS, other carriers, and specialized mailings. Notifies persons regarding arrival of special deliveries or packages.
Composes a wide variety of documents, as assigned, from semi-finished source material, or raw data. Produces final documents formatted with correct spelling, syllabication, punctuation, and grammar.
Assist with researching, compiling, and preparing materials related to special projects, non-routine reports, correspondence, and other documents. Obtains and furnishes necessary information from a variety of internal and external sources.
Maintains a high level of customer service for faculty, staff, and students. Anticipates needs and may recommend ways to enhance service and improve mailroom operations.
Assist with training mailroom student staff to maintain a professional, safe, organized, and clean work environment. May advise mailroom staff as well as faculty, staff and students on mail procedures, postal rates, and regulations.
Assist with scheduling routine maintenance as well as repair-maintenance as necessary. Performs related clerical duties such as applying labels, address changes, etc.
Assist with preparing billings for various department accounts for postal and express services. Performs hands on sales including method of payment by way of cash, personal checks, and Claremont Cash to HMC. Ensure all monetary exchanges are accurate and placed and secured into the cash box immediately.
Assigns and maintains data regarding mailbox assignments. Closes out boxes. Maintains forwarding addresses for students, staff, and faculty. Responds independently to inquiries regarding mail and package shipping and delivery. Exercises considerable tact and discretion.
Anticipates the needs of the mailroom to order supplies. May recommend initiatives, maintain the mailroom recycling and utility conservation efforts and activities. Perform related duties such as folding, sorting, metering, forwarding, and delivering mail, applying labels, stuffing envelopes, zip-coding etc.
Performs other duties as assigned.