Desk Clerk-40 hours

Desk Clerk

A Desk Clerk performs clerical duties during the academic year and is responsible for building security, access control, equipment management, and mail processing. A Desk Clerk must be able to handle high and low levels of activity while providing excellent customer service to our internal and external partners. The front desk area of each building is unique and hosts one or more staff members throughout all hours of operation.

The Desk Clerk position has a 9-month schedule with multiple temporary seasonal shutdown periods during the winter and summer. This is a 40-hour position. Desk Clerks work in a 24-hour operations. Multiple shifts are available primarily during evenings, overnights, and weekends.

Responsibilities include :

• Performing clerical duties in accordance with HRL policy and expectations. This includes but is not limited to answering phone calls, checking email regularly throughout their shift, communicating information between shifts to their colleagues and supervisor, and processing resident room changes.
• Providing exceptional customer service to residents, staff, and visitors.
• Cheerfully greeting residents, staff, and visitors in person or by phone. Engaging residents, staff, and visitors as they utilize the amenities of the residence hall, including services of the front desk. Thoughtfully providing information about campus, and residence hall policies and procedures.
• Receiving, recording, and distributing U.S. mail, as well as, U.P.S., Fed Ex, and other packages. Entering packages into the online package distribution system. Carrying, lifting, and moving loads of supplies, materials, and mail up to 49 lbs. regularly and managing heavier loads with the assistance of other building staff members as needed.
• Maintaining vigilant awareness of security doors and lobby entryway; checking resident, staff, and guest I.D.s as they enter the building; maintaining resident, guest, and visitor sign-in / out records. Encoding and invalidating campus cards for building room access.
• Checking out and following up for return of borrowed cleaning and recreational equipment and keys by accurately maintaining appropriate forms and records. Requesting front desk office supplies via online system; stocking as supplies are received.
• Adhering to directives and policies outlined by leadership during trainings, via email, and in the Desk Clerk manual; providing routine orientation to new employees in coordination with Assistant Directors of Operations, and Associate Director, Desk and Mail Operations and HRL. Responsible for accessing the automated on-call system in order to schedule replacement of staff.
• Being knowledgeable in emergency protocols and evacuation systems, such as fire alarm procedures, keeping alert to unusual circumstances and situations; taking appropriate action and efficiently reporting critical issues to their supervisor and Facilities Services by phone and completing an online incident report for tracking purposes.
• Reporting building maintenance issues via phone or by submitting a service request through Facilities Services.
• Performing other tasks as requested by Assistant Director of Operations and Associate Director, Desk and Mail Operations and building management.

Competencies include :

Effective oral and written communication.

Working with some independence, multitasking, and working with frequent interruptions.

Being aware of, in control of, and professionally expressing ones emotions.

Managing peer to peer and supervisor interactions with courtesy, tact, and diplomacy.

Identifying priorities in order to recognize and resolve or refer problems.

Education, experience, or certifications required :

High school diploma or GED required.

Previous customer service experience required.

One year of general office or clerical experience required.

One year experience in a customer service role in a college or university preferred.

Knowledge of general office procedures and practices.

Keep records; assemble and organize data, and prepare and submit reports in acceptable formats.

Working knowledge of Microsoft Word, Excel, Outlook, and ability to navigate web-based systems.

Learn a range of position-related software applications required.

Working conditions and physical requirements include :

Bend, crouch, or stoop.

Carry or lift loads up to 49 lbs.

Sit for 8 hours or more.

Use computers extensively for 4 hours or more.

Stand for 4 to 8 hours.

Flexibility to work in alternative areas during peak periods or building maintenance.

Pay range : $16.80 - $17.31 per hour.

Required documents :

Resume / CV

3 references contact information

When applying, the documents MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.