Administration - Mailroom Supervisor

Puyallup Tribe of Indians•Tacoma, WA

1d•Onsite

About The Position

Under the direction of the Administrative Coordinator, answers multi-line telephone system for the Puyallup Tribal Administrative Complex. Directs general public to appropriate office within the complex. Responsible for posting and logging all incoming mail. Oversees all mailroom activities. Supervises Mailroom Associate(s) working in mailroom. Position requires good attendance and adherence to all policies including the attendance policy. The employee must be at work from 8:00 am to 5:00 pm Monday – Friday, except for a lunch break.

Requirements

High school diploma or general education degree (GED); and one year related experience and/or training; or equivalent combination of education and experience. Intermediate word processing and spreadsheet experience required.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must pass a criminal background check prior to and periodically throughout employment.

Responsibilities

Answers multi-line telephone system in a professional, polite and courteous manner. Routes callers to appropriate department. Answers general questions as appropriate, and as time permits. Retrieves messages and forwards them on to the appropriate department/individual.
Updates external message(s) on switchboard as needed.
Assists the Administrative Coordinator with maintaining an updated Employee Directory.
Collaborates with Administration and Departments to assist the Tribal Membership with Applications or Services inquires.
Assists the Administrative Coordinator with creating policies and procedures for mailroom operations.
Logs collect calls, and routes to appropriate department as per policy.
Serves as central receiving location of all mail delivered to the Tribal complex; logs mail/packages received, notifies appropriate office of receipt of mail/packages. Prepares daily shipment of outgoing mail by separating mail by department, stamping and logging postal rates to appropriate department.
Prepares monthly postage log sheets, and submits month-end postage log sheets to Administrative Coordinator for billing to each department. Assisting with reconciling Department accounts regarding Pitney Bowes.
Maintain copy machines and arrange for repairs as needed.
Sort mail to department mailboxes and their various office locations throughout the Tribe.
Distribute UPS, Federal Express and other carrier packages between tribal departments/entities.
Adds postage to machine when low. Orders supplies for postage machine, and calls for maintenance when needed.
Monitors faxes sent to the Tribe through the Mail Center/Switchboard Office. Logs faxes and delivers to appropriate mailbox. Assists community members needing to fax document or email documents.
Takes responsibility for ensuring that needed copy supplies are available to staff using copy machines (stapler, paperclips, binder clips, post-it notes, etc.).
Creates purchases orders on Microix. Maintains supplies and office inventory Mail Center/Switchboard Office.
Tracks usage of copy machine toner, paper, etc. and orders supplies before expiration.
Schedules stamp machine training with Pitney Bowes for new mailroom employees and/or Floaters.
Trains all new mailroom employees on mailroom processes and procedures.
Assists Administration with upcoming year’s budget needs for the mailroom.
Works with and maintains confidential information.
Performs other duties as assigned.