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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

Job Summary

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

Marginal Duties

  • Performs all other duties as assigned

Supervisory Responsibilities

Direct Reports:

  • Supervises part-time employees

Delegation of Work:

  • Assigns work of part-time employees

Supervision Given:

  • Trains and counsels subordinate(s). Does not conduct performance evaluations, but opinion is considered when a supervisor is making hiring, promotion, and dismissal decisions


Required Education:

  • High school diploma or GED

Required Experience:

  • Minimum of three (3) years of related job experience


  • Must maintain a valid, current driver's license

Preferred Qualifications

  • None

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.

Physical Demands:

  • 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 Effectively

  • 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.

Equipment Operation

  • 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.