Shipping, Receiving and Mailroom Clerk II
Basic Position Information
Job Code: 5673
Title: Shipping, Receiving and Mailroom Clerk II
Department: University Business Services
Essential Personnel: No
Job Family: Administrative Operations
Job Sub-Family: Administrative Operations
FLSA Classification: NE
Job Grade: 09
Grade Min: $32,995
Grade Mid: $38,769
UHD Succession Plan: N/A
Criticality of Position: N/A
Career Ladder: Pre-Defined
Campus Security Authority: Y
Screening Committee: N
Motor Vehicle Record Check: Y
The Shipping, Receiving, & Mailroom Clerk II serves as the lead clerk in all daily operational functions that involve shipping, receiving, or other mailroom services, ensuring that all deadlines are met.
- Processes all incoming and outgoing mail and small or freight packages, from receipt to final delivery destination
- Reconciles express postage accounts, matches invoices against charges, posts charges to departments' accounts and reconciles against 1074 report
- Meters all outgoing mail; puts money on the meter as required
- Sorts all incoming mail into mail slots; scans and counts incoming packages and mail items; prepares express packages and tracking labels as required
- Inspects incoming items for damages and suspicious activity, following all appropriate safety procedures
- Prepares spoiled postage envelopes for refunds
- Assists the manager with training and monitoring staff
- Monitors incoming vendors and visitors attending the university
- Sorts, identifies, and cleans all recycling materials
- Maintains departmental inventory and supplies
- Drives university's vehicles as required
- Performs all other duties as assigned
- Supervises part-time employees
Delegation of Work:
- Assigns work of part-time employees
- Trains and counsels subordinate(s). Does not conduct performance evaluations, but opinion is considered when a supervisor is making hiring, promotion, and dismissal decisions
- High school diploma or GED
- Minimum of three (3) years of related job experience
- Must maintain a valid, current driver's license
Knowledge, Skills and Abilities
- Knowledge of the United States Postal Service, and of the various classes of mail
- Knowledge of commonly used procedures in shipping and receiving parcels and mail
- Knowledge of the technology used in a mailroom environment
- Knowledge of the appropriate safety protocols in a mailroom environment
- Knowledge of the principals of supervising staff
- Good technical skills, including proficiency in MS Office
- Strong analytical and problem solving skills
- Excellent interpersonal and communication skills
- Excellent organizational and multitasking skills
- Good attention to detail
- Strong customer service skills
- Ability to resolve conflict
- Ability to operate machinery including a forklift and pallet jack
- Ability to maintain records
- Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community
Work Location and Physical Demands
Primary Work Location:
- Normally works in an interior area within a dock environment and office. Frequently works in dock area.
- Work is normally performed in a typical interior work environment which does not subject the employee to any unpleasant elements
- Work requires standing and/or walking for long periods of time and has minimal exposure to physical risks
- Work involves occasional exposure to elements, such as inclement weather, extreme temperatures, dust, fumes, and airborne particles
- May, on rare occasions, be exposed to the risk of electric shock, potentially hazardous or cancer-causing chemicals, or potentially hazardous bodily fluids
- May, on rare occasions, be required to work in a confined space, near moving mechanical parts, or in a high dangerous place
- May be exposed to hazardous traffic conditions
- Must have good spatial awareness, precise hand-eye coordination, and the ability to identify and distinguish colors
- May be required to move items of up to 75lbs
- May be required to operate machinery including a forklift and pallet jack
- May be exposed to the loud noise of machinery and vehicles
Position Specific Competencies
Commitment to Excellence - UHD
- Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
- Continuously strives to improve work performance.
- Accepts responsibility for his/her commitments to the university.
- Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.
Respect and Cooperation
- Treats others with courtesy, respect, and dignity in the workplace.
- Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.
- Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
- Accepts responsibility for his/her actions.
- Respects and complies with department and university policies, procedures, and work rules.
- Possesses required job skills and knowledge.
- Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.
- Takes responsibility to accomplish job assignments within reasonable deadlines.
- Willing to accept new projects and/or commitments.
- Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
- Arrives to work on time prepared and ready to contribute.
- Willingly adjusts to changing work assignments or conditions.
- Open to changes in operational procedures, technology, and/or organizational structure.
- Views changes as opportunities for learning and professional development.
- Displays a positive attitude to encourage others.
- Promptly responds to changes in work priorities and/or unexpected circumstances or situations.
- Communicates clearly, concisely, and with courtesy.
- Carefully listens to customer or thoroughly reads correspondence, and uses good judgment to respond appropriately. (Customers can be students, external constituents, employees, or university guests.)
- Communicates requests for further action or resources to appropriate individuals with tact.
- Demonstrates the essential skills required to use equipment and tools needed to perform job duties and responsibilities.
- Follows maintenance and operation procedures and safety rules to minimize equipment malfunctions and prevent personal injuries.
Student Success Indirect Support
- Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
- Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
- Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
- Helps students build peer support networks.
- Encourages student participation in out-of-class activities.
- Provides encouragement and guidance to foster student success.
- Treats students with respect
- Maintains the learning environment to ensure quality and/or sound pedagogy.
This job description may not encompass all duties and responsibilities associated with the position.