Mailroom Assistant Job Description
Mailroom Assistant Duties & Responsibilities
To write an effective mailroom assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included mailroom assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
Mailroom Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Education for Mailroom Assistant
Typically a job would require a certain level of education.
Employers hiring for the mailroom assistant job most commonly would prefer for their future employee to have a relevant degree such as High School and Associate Degree in Education, Technical, General Education, Associates, Finance, Accounting, Writing, Business/Administration, Management, Ethics
Skills for Mailroom Assistant
Desired skills for mailroom assistant include:
Desired experience for mailroom assistant includes:
Mailroom Assistant Examples
Mailroom Assistant Job Description
- Maintain four copy machines and stock the East Studio Building workroom with office supplies
- Shred confidential documents
- Process requisitions and review KFS payment requests for accuracy and provide all necessary documentation/justification for mailroom purchases
- Maintain accurate and organized files for all mailroom transactions, while working closely with Jacobs School of Music Business Office to ensure policy compliance in all areas
- Perform various miscellaneous mailroom tasks as needed
- Sorting and distributing mail, packages and freight
- Operating mailroom equipment such as folders/inserter and postage machines
- Receiving all incoming packages and entering them into the database
- Shipping all outgoing packages for courier using preferred services and distribution/pick up of internal mail/courier packages within O2 through daily mail runs preferred methods
- Loading and unloading freight /packages from receiving area
- Familiarity with and comfortable using Microsoft Word applications
- At least one (1) year of previous records management or file room experience preferred
- Demonstrates a high level of organization and attention to details
- Orders new toner cartridges, boxes, packing supplies, paper
- Receives, opens, sorts and distributes incoming packages, mail and inter- agency mail to all PERS sections
- Maintains certified mail and priority shipments received log
Mailroom Assistant Job Description
- Prepares outgoing mail via USPS and other carriers
- Delivers returned mail to appropriate section
- Delivers mail via agency vehicle to PERS' Tualatin office
- Operates the agency's mail processing equipment
- Performs and / or assists with maintenance of mail processing equipment, or initiates repair calls to equipment maintenance service providers
- Assists Facilities Manager with monitoring and ensuring sufficient postage is available for agency needs
- Provides occasional assistance to Facility Maintenance Specialist for plant maintenance tasks
- Performs other duties as requested by Facilities or PFL Management
- Organizes and prepares incoming and outgoing correspondence
- Receives and responds to incoming phone calls and emails from clients and vendors
- Good literacy skills
- Interprets client account ledgers, replies to client account balance inquiries, researches discrepancies
- Prepares and tracks time sensitive forms for clients and vendors
- Updates client database - contact information [address, phone, email] – enter notes into client accounts
- Maintains vendor database - add/update vendor information, obtain w9 and proof of insurance
- Prepares documentation for accounts payable vouchers and submits invoices for payment
Mailroom Assistant Job Description
- Uses Excel, software and computer systems to track projects
- Duties include time stamping, sorting, and routing incoming mail
- Provide an efficient and friendly service for Receiving, sorting and the distribution of all incoming and outgoing mail and parcels for all internal and external mail routes, in excess of 2,000 per day
- Maintain high standards in a large basement warehouse facility with multi-functional uses
- Replenishment and upkeep of office supplies stationary and equipment
- Support the facilities team function when running large events, including moving and storing of equipment, furniture stock and signage
- Health & Safety adherence with Good Housekeeping practices
- Support with maintenance repair to furniture and equipment throughout the building
- Collating and barcoding invoices and scanning them into the AP system
- Collect, sort and deliver mail internally within the Duluth office
- 2 - 4 years of directly related clerical or administrative support experience required
- Maintain stock of office supplies in established locations within the building, including backup stocks, mailroom consumable items, and express shipping supplies
- Ensure adequate stocks of paper, toner, developer, staples, are maintained at copier locations throughout the building
- Set up, or assist in set up, physical preparations for meetings, conferences, in conference and meeting rooms, as required
- Ability to lift boxes, weighing 10-20 pounds
- Demonstrated knowledge of, and some experience with basic office machines and equipment, such as mailing machines, calculators
Mailroom Assistant Job Description
- Supervision of the Muller Martini SLS2000 Mailroom inserters, equipment and personnel
- Knowledge of all equipment in Mailroom including
- Knowledge and enforcement of contract with union Mailroom office rules
- Accept mail and packages from USPS, FedEx, UPS, Laser Ship, DHL and all private delivery carriers
- Utilize customer service skills to answer questions including those regarding mail, packages, the residence halls, and the University as a whole, for parents, students, and other visitors, in person, via telephone, or any other means of communication
- Take initiative to start projects as necessary
- Filing, copying and faxing for multiple departments
- Maintain office facility
- Route calls appropriately
- Pushing the carts to the outside of the door where they will then be picked up by other people
- Ability to work flexible part-time hours averaging 20-25 hours per week
- Knowledge of mail machines, postal regulations, and copiers
- Must have 1 year clerical or cash handling experience
- Working part time hours of 8am-12pm
- Receive and sign for receipt of daily mail
- Sort various categories of Business Reply Mail – enrollment applications and remittances
Mailroom Assistant Job Description
- Binding, finishing and distributing of published materials
- Additional clerical work in support of the production operations
- Answer/ direct calls, greet and route visitors
- Create facility work orders
- Coordinate events and in-office staff celebrations
- Order supplies, create UPS labels
- Create and distribute orientation binders
- Collect all time-sheets from employees, track vacation time
- Notify the landlord of any special security card accesses, information for Work Permits, RAMS, Hot Works Permit, loading bay access and car bay requests
- Investigate and report any dishwasher, microwave and fridge faults
- Open BRM and sort applications by client program – stamp each application with date of receipt
- Stamp each remittance return with date of receipt
- Log all categories of BRM as specified in mail room processing procedures
- Deliver applications and remittances to Data Entry and Finance teams
- Disposition remaining BRM as defined in mail room processing procedures
- Sort non- BRM (office mail) and deliver all to addressees