Mail & Shipping Coordinator [Full-Time]

Clackamas Community College•Oregon City, OR

11d•Onsite

About The Position

Clackamas Community College (CCC) seeks to hire a Mail & Shipping Coordinator. This is a full-time, union, non-exempt, and benefits-eligible position scheduled to work Monday through Friday from 8 AM to 5 PM. We are interested in finding the best candidate for the job, and candidates that may be from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective, and thought. CCC is committed to continuous improvement and innovation in support of student-centered teaching and learning. We are committed to understanding and dismantling systems of oppression and to co-creating a more equitable educational system that in turn fosters a more equitable society. We strive to be a student-ready institution that supports and partners with students to promote discovery and growth. We work to mobilize community-wide awareness and action related to the college’s strategic priorities and seek to build relationships in support of community well-being. At CCC, individuals are celebrated for their experience and expertise, validated for their unique perspectives, and engaged in ways that reflect their needs and interests. To learn more about CCC visit Leadership, Vision and Initiatives. Please note that based on our classified collective bargaining agreement, the Oregon Pay Equity Act requirements, and CCC’s internal equity review process, the appointment will be made between step 1 ($22.95) and step 4 ($25.01) tied to Grade V (salary schedule link here). Click here to review our compensation and benefits! PURPOSE OF POSITION This position provides centralized mailroom, shipping/receiving, and delivery services in support of College operations by processing incoming, outgoing, and inter-campus mail and packages; receiving, storing, and distributing equipment, materials, and supplies to campus locations. Operate delivery vehicles, lift trucks, pallet jacks, and related equipment safely and efficiently while maintaining accurate delivery records, inventory documentation, and account information for cost tracking and back charges. Support timely and reliable campus operations through coordination of logistics, deliveries, and material movement across College sites.

Requirements

High school diploma or equivalent and at least one (1) year of related experience, or an equivalent combination of education and experience that provides the knowledge, skills, and abilities necessary to successfully perform the duties of the position.
Knowledge of general office practices and procedures, basic accounting principles, postal regulations, and commercial delivery service requirements.
Knowledge of safe operating practices for material handling equipment, including forklifts and pallet jacks.
Ability to exemplify traits that reflect the College’s culture, including integrity, a customer service orientation, cultural competency, trustworthiness, flexibility and a willingness to change.
Valid Oregon driver’s license required.
Forklift certification required; certification may be obtained and maintained through the College.

Nice To Haves

Prior experience in mailroom, shipping, receiving, or related logistics and distribution operations.

Responsibilities

Receive, process, sort, and distribute incoming College mail and packages received from the United States Postal Service and private carriers.
Coordinate and maintain daily campus delivery and pickup schedules, adjusting routes and priorities as operational needs require.
Prepare and process outgoing College mail and packages by collecting, weighing, metering, labeling, and preparing items for shipment through postal and private carrier services.
Determine the most efficient and cost-effective mailing and shipping methods that meet customer and operational needs, including selection between pre-sort, first-class pre-sort, standard, bulk, and metered mailing options.
Prepare insured, certified, registered, express, international, and other specialized mailings in compliance with postal regulations and private carrier requirements.
Coordinate and process bulk mailings ranging from approximately 500 to 2,000 pieces, ensuring compliance with applicable postal regulations, sorting requirements, and mailing standards.
Ensure time-sensitive College mailings, shipments, and deliveries are processed and distributed in accordance with established timelines and operational needs.
Monitor, maintain, and coordinate service and repairs for electronic mail processing and related equipment to ensure reliable daily operations.
Deliver instructional and operational materials produced by the College’s Duplication Services department, including tests, manuals, handouts, syllabi, and related materials, to campus and off-site College locations.
Receive, load, and unload incoming freight shipments for all College campuses, including supplies, equipment, and parcels from carriers such as UPS, FedEx, and other delivery services.
Inspect incoming shipments for damage and maintain accurate shipping documentation and records.
Operate material handling equipment, including forklifts, pallet jacks, and delivery vehicles, safely and efficiently in accordance with established safety procedures.
Store and organize supplies and equipment within the warehouse in a safe, orderly, and accessible manner.
Maintain shelves, racks, floors, and storage areas to ensure safe working and storage conditions.
Maintain adequate inventory levels of commonly used warehouse supplies, including copier paper and College envelopes, and fulfill departmental requests for distribution in a timely manner.
Coordinate with third-party courier and delivery service providers to support mail, package, and material delivery needs for the Harmony and Wilsonville campuses, as needed.
Maintain accurate warehouse and delivery records related to College materials, including class schedules, catalogs, and other distributed items.
Make recommendations to the Dean regarding equipment needs, including supporting rationale and cost estimates for operational improvements and replacements.
Track and document College deliveries, shipments, and receipt confirmations through email, carrier tracking systems, and established Business Office processes.
Maintain records and generate reports related to mail, package deliveries, and proof of acceptance.
Utilize mailroom and shipping software systems (e.g., Quadient or equivalent) to process, track, and report on mail, parcels, and associated costs.
Maintain postage and shipping expense records and prepare reports for departmental back charges.
Coordinate with departmental Administrative Coordinators regarding billing, invoicing, and account-related documentation.
Monitor and maintain adequate funding levels for College postage metering accounts and postal service accounts to ensure uninterrupted mail processing and timely delivery services.
Coordinate with external mail pre-sort vendors to support operational efficiency and cost savings for College mail services.
Serve as operational backup to Duplication Services by assisting with print production, work order processing, bindery functions, equipment operation, and distribution of completed materials during staffing absences or operational demands.
Perform pre-press functions for electronic documents, including manipulating printing software and file formats to ensure compatibility with duplicating equipment and accurate reproduction.
Receive, schedule, process, and bill duplicating work orders utilizing the College’s computerized billing and tracking systems.
Operate, troubleshoot, clean, and perform preventive maintenance on high-speed duplicating, finishing, and bindery equipment; assist with minor technical repairs and coordinate service needs as necessary.
Perform manual bindery and finishing functions required to complete print jobs, including collating, cutting, folding, drilling, stapling, gluing, and related tasks.
Review and finalize duplicating work orders, including adjusting pricing as needed to ensure accurate departmental billing before system-generated reports are submitted to the Business Office.
Monitor, order, receive, and maintain duplication supplies, paper inventory, and replacement parts, including varying paper sizes, colors, and weights.
Maintain accurate job records, billing documentation, inventory records, and operational files related to duplication services.
Establish and maintain effective working relationships with students, staff, other agencies, and the general public.
Perform other duties as assigned within the scope of the classification.
Participate in college committees when requested.
Maintain proficiency by attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.
Maintain work areas in a clean and orderly manner.
Maintain student confidentiality, data integrity, and comply with all related college, state, and federal standards, including the Family Educational Rights and Privacy Act (FERPA).