Mail Room Clerk

Job Description

Job Description

Position Summary :

Primarily responsible for the overall operations of the Mail Room / Copy Center ensuring a strict, tight schedule for any and all special projects or requests.

Position Responsibilities :

• Knowledge of general postal operations.
• Familiar with different varieties of office / mail room equipment.
• Ability to work with various vendors regarding postal equipment, and or supplies.
• Will cordially accept all requests for postmarking envelopes, all print jobs, cutting of postcards, folding, mailing, or processing of anything requested by employees.
• Tracks all incoming and outgoing company mail by utilizing company software system for billing purposes.
• All requests for maintenance on machines and help with malfunctioning machines shall be made via email to Copy Center.
• Maintains the working order of laser printers and copy machines.
• Receives service requests via e-mail, within 30 minutes of receiving service e-mail, Coordinator will assess the issue and correct the problem or submit a service request to the appropriate vendor if necessary and send confirmation to the requesting party.
• Date stamps according to each department’s requirements, and sorts all incoming mail into appropriate department including.
• Maintains current and accurate knowledge of postal rates / procedures.
• Balances certified mail database daily and e-mails information to Corporate Accountant.
• Orders postage from Neopost account and notifies Corporate Accountant and Manager.
• Orders mailing supplies : certified mail cards and stamps, Post Office, postal machine, etc.
• Forwards interoffice mail to East and West Valley Offices, and on-site locations on a weekly basis.
• Collects all materials in forwarding mailbox for released properties and mails them to the current management companies on a weekly basis.
• Takes first class outgoing mail to the mailbox at 3 : 30pm daily.
• Presorted mail stays in the mail room until Valley Presort vendor comes at approximately 4 : 00pm daily.
• Maintains petty cash for employee’s personal mail requests.
• Receives electronic copies of each community’s financials from Records Manager.
• Prints several copies of each financial according to community requirements, postmarks them, and gets them mailed within 24 hours of original electronic receipt.
• Walks through Corporate office three times per day, once in early morning, once mid-afternoon and once in late afternoon, to collect mail in the four mail bins placed around the office.

Will post them and mail by 3 : 30 that day.

• Every morning, on first walk through, fill paper trays on all copiers, fax machines and printers throughout the corporate office.
• Receives all faxes that come in to corporate office, sorts them and places them into the appropriate mailboxes.
• Maintains mailbox area
• Processes all certified mail that is electronically sent from Administrative Department and Homeowner Billing Department.

Will print letters, fold, stuff, and attach certified mail tabs to envelopes and mail. Follows up with an e-mail to Corporate Accountant on totals of certified mail processed.

• Performs other related duties as directed.
4 days ago