The Mail/Shipping Clerk is responsible for the efficient operation of the campus Mail Center. This position goes beyond the normal role of carrier and is to provide the campus with the most economical and efficient means of maintaining campus communications and deliveries. Operating the Mail Center is not linear. The daily operations are dynamic and require the individual to make sound decisions and work within a time-sensitive environment to supply the college with instructional materials, supplies, and mail. The position requires a high level of accuracy and computer skills.
The campus Mail Center provides pickup and delivery of all mail sent through the U.S. post office, meters outgoing mail, insures, registers and certifies mail when appropriate; provides foreign mail services, as well as, small package carrier and overnight services including packaging and labeling for next day services.
Additional responsibilities include driving off campus to deliver bulk mailings to the downtown post office and input of data into their computer database; assisting in operating the Central Store under the direction of the Buyer/Inventory Control Assistant; answering the phone, taking messages, greeting visitors, recording of bids received, generate reports to monitor mailing services, and general duties as assigned by the Director of Business and Procurement Services.
A. The Mail/Shipping Clerk reports directly and is responsible to the Director of Business and Procurement Services. This position requires specific supervision.
B. If student workers are utilized, this position in conjunction with the Business & Procurement Services Assistant would monitor and train work-study students who assist in the picking up, sorting, and delivering of mail, receiving, recording, and delivering packages, and supplies.
C. The Mail/Shipping Clerk coordinates most closely with the Director of Business and Procurement Services, Digital Printing & Design Services, Finance, College staff, and outside agencies including USPS, Fed Ex, UPS, and inbound freight carriers in carrying out assigned responsibilities.
A. Performs mail/postal and shipping/receiving duties.
1. Reviews daily inbound package reports from UPS and FedEx and contacting appropriate staff members to alert them and to plan for desired delivery location(s). On average the Mail Center handles approximately 6,900 packages per year through these couriers and approximately 625 cases of paper.
2. Monitors postage on meter through on-line application and request funds when necessary to deposit to the account.
3. Maintains renewal of post office permits (includes annual maintenance fee, standard mail permit, first class mail permit and Business Reply Mail account); request checks and insure delivery of checks to post office to keep account current at all times.
4. Utilizing an HCC vehicle, perform pickups of mail or stamps off campus at post office located on Conmar Drive in Hagerstown (when applicable) and/or pick-ups at Meritus Warehouse located on Enterprise Lane in Hagerstown.
5. Assists Digital Print & Design Services (DPDS) in the submission of bulk mail/permit mailings by making deliveries to downtown post office and once there input the shipment directly into the USPS computer system. Position is responsible for insuring sufficient funds in postal accounts to cover said mailings. Individual must stay current with procedures as set forth by the bulk mailing department and relay any changes to the appropriate departments.
6. Sorts and distributes all incoming and inter-campus mail.
7. Works closely with DPDS with the delivery of time sensitive course materials, posters, and boxes of paper for copiers across the entire campus.
8. Picks up and delivers mail and campus correspondence to central locations in the Administration Building, Student Center, Athletic Recreation & Community Center, Advance Technology Center, Library, Science Technology Engineering & Math, and Behavioral Science & Humanities Building, Learning Support Center, Kepler Building, Robinwood Center and Learning Resource Center. Includes retrieval of outgoing first-class mail from drop-box in Career Programs Building lobby on a daily basis.
9. Maintains mail distribution lists for current employees. Must also compile listing of former employees to assist in the forwarding of mail to the correct departments.
10. Prepares parcels for shipping by packing, insuring, certifying, labeling and registering, as required.
11. Prepare documents on-line for outbound UPS or Send Pro shipments.
12. Calculates and provides accurate rate information on USPS (includes first-class, priority, express, certified, insured, and foreign countries). Communicate rate changes to the campus community prior to changes.
13. Signs for incoming mail as required by delivery services such as courier, registered mail, UPS, FedEx, etc.
14. Scans and records tracking numbers to account for incoming packages to show receipt and handle inquiries as to where packages were delivered.
15. Advises staff on procedures for preparing and helping to prepare postage-paid envelopes for return to the College.
16. Obtain mailing materials from post office and UPS (boxes, stickers, custom forms, rate sheets, etc.).
17. Acts as an advisor to other offices concerning mailing/shipping procedures to obtain lowest cost and to meet postal/carrier regulations.
18. Works with post office personnel concerning problems that may occur relative to College mail (tracing, etc.).
19. Prepares a monthly Pitney Bowes summary to assign postage spending for all departments that utilize our services.
20. Utilizing package tracker, monitor number of deliveries per building, and analyze delivery routes and adjustments that may be required.
21. Check account balance through the Pitney Bowes online customer portal to insure adequate funds on postage meter.
22. Schedules preventative maintenance and repairs to Pitney Bowes Meter.
23. Maintain both mail van and electric cart by performing periodic interior/exterior cleanings, maintain proper gas and oil levels in van and electric charge in cart, maintains appropriate tire pressure levels and report required engine maintenance to Maintenance Department by submitting an online work-order.
24. Assists in operating the College Central Store, which is an outlet that supplies small, low dollar, fast moving consumable supplies to the College's administrative offices. This duty involved delivering of supplies, but in the absence of the Buyer/Inventory Control Assistant it could also include receiving, stocking, issuing and inventorying.
25. Monitor trends in the industry and stay current with mailing requirements and share knowledge when appropriate with Director or campus community.
26. Receive cash from Campus Store for the purchase of stamps for individual resale, and maintains records on file at end of each transaction to insure accountability.
27. Maintain a clean office environment, which includes dusting and wiping down counters and equipment.
B. Performs additional heavy lifting and delivery service.
1. When needed, assists with loading and/or unloading materials, books, packages, parcels, and freight.
2. Acts as courier and/or materials transporter from campus to off-campus locations and vice versa. This could include delivery of packages to the various Board Members as needed, using the College Mail Van.
3. Transports supplies/materials from offices to storerooms.
4. Uses the College vehicle to run errands on and off campus.
5. Performs other duties as assigned by the Director of Business & Procurement Services.
EDUCATION AND EXPERIENCE:
high school diploma and 1-2 years related experience; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Preference given to candidates with an Associate’s Degree or higher.
SKILLS AND ABILITIES:
Must have positive attitude and willingness to work; clerical aptitude; computer skills required to work with e-mail, Word, Excel, Internet and in-house programs; ability to understand and follow oral and written directions; ability to write legibly; ability to maintain effective working relationships with other employees, students and outside mailing and delivery agencies; ability to lift heavy items weighing from 20 to 80 pounds; know how to lift properly and utilize a two-man lift when appropriate, accurate and trustworthy in the handling of cash within the Mail Center and on behalf of Campus Store.
Valid motor vehicle operator's license with driving record in good standing.
This position is considered open until filled. Applications will continue to be accepted until the position is filled and considered closed.
Hagerstown Community College is committed to the recruitment, selection, hiring and retention of a diverse workforce.