Mailroom Assistant Job Description

Mailroom Assistant Job Description

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Mailroom assistant provides oversight of the mailroom in the LSA building; and receive, sort, and distribute the United States postal mail, inter-campus mail, and express deliveries.

Mailroom Assistant Duties & Responsibilities

To write an effective mailroom assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included mailroom assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Processing, distributing, and collecting incoming and outgoing mail and packages
Stocking supplies and copy / printer paper
25 days holiday allowance for 2015 (set annually as per collective agreement), plus public holidays Subsidized private medical care and onsite medical service
Printers-Faxes- Network Copiers
Coffee, Soda, Juice, Milk, towels, -pantry supplies- Order and maintain proper supply inventory levels and rotate stock
Orders and distributes supplies for Corporate Office and satellite offices (office, stationery)
Checks e-mail and voicemail regularly throughout the day
Administrates primary Business Reply Mail functions for all branches
Under direct supervision, performs a variety of duties related to receiving and processing incoming and outgoing mail
Take inventory of office and janitorial supplies general building supplies

Mailroom Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Education for Mailroom Assistant

Typically a job would require a certain level of education.

Employers hiring for the mailroom assistant job most commonly would prefer for their future employee to have a relevant degree such as High School and Associate Degree in Education, Technical, General Education, Associates, Finance, Accounting, Writing, Business/Administration, Management, Ethics

Skills for Mailroom Assistant

Desired skills for mailroom assistant include:

Mail methodology
United States Post Office regulations
Internet and Email
Microsoft Office
Mailroom tracking software
Outlook
UPS & DHL software
Mail equipment
Internet software and Word EProcessing software
Mail operation and the task expected from a mailroom service

Desired experience for mailroom assistant includes:

Vision must be sufficient to read data reports, manuals and computer screen
Position involves walking and standing most of the time, but may involve sitting for brief periods of time
Physical ability must be sufficient to perform lifting, moving and/or relocating equipment, boxes, and furniture up to 70 lbs
Load and unload packages and materials, and pick up and deliver mail, supplies and other materials throughout the metropolitan area
Provide customer service assistance to the faculty, staff, students and visitors of the Jacobs School by serving as an informational resource
Distribute and record general office and classroom supplies to JSoM departments and offices sort and distribute incoming mail and packages (less than 20 lbs) to multiple buildings (Practice, Merrill Hall, Musical Arts Center and East Studio Building)

Mailroom Assistant Examples

1

Mailroom Assistant Job Description

Job Description Example
Our company is hiring for a mailroom assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for mailroom assistant
  • Maintain four copy machines and stock the East Studio Building workroom with office supplies
  • Shred confidential documents
  • Process requisitions and review KFS payment requests for accuracy and provide all necessary documentation/justification for mailroom purchases
  • Maintain accurate and organized files for all mailroom transactions, while working closely with Jacobs School of Music Business Office to ensure policy compliance in all areas
  • Perform various miscellaneous mailroom tasks as needed
  • Sorting and distributing mail, packages and freight
  • Operating mailroom equipment such as folders/inserter and postage machines
  • Receiving all incoming packages and entering them into the database
  • Shipping all outgoing packages for courier using preferred services and distribution/pick up of internal mail/courier packages within O2 through daily mail runs preferred methods
  • Loading and unloading freight /packages from receiving area
Qualifications for mailroom assistant
  • Familiarity with and comfortable using Microsoft Word applications
  • At least one (1) year of previous records management or file room experience preferred
  • Demonstrates a high level of organization and attention to details
  • Orders new toner cartridges, boxes, packing supplies, paper
  • Receives, opens, sorts and distributes incoming packages, mail and inter- agency mail to all PERS sections
  • Maintains certified mail and priority shipments received log
2

Mailroom Assistant Job Description

Job Description Example
Our company is looking for a mailroom assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for mailroom assistant
  • Prepares outgoing mail via USPS and other carriers
  • Delivers returned mail to appropriate section
  • Delivers mail via agency vehicle to PERS' Tualatin office
  • Operates the agency's mail processing equipment
  • Performs and / or assists with maintenance of mail processing equipment, or initiates repair calls to equipment maintenance service providers
  • Assists Facilities Manager with monitoring and ensuring sufficient postage is available for agency needs
  • Provides occasional assistance to Facility Maintenance Specialist for plant maintenance tasks
  • Performs other duties as requested by Facilities or PFL Management
  • Organizes and prepares incoming and outgoing correspondence
  • Receives and responds to incoming phone calls and emails from clients and vendors
Qualifications for mailroom assistant
  • Good literacy skills
  • Interprets client account ledgers, replies to client account balance inquiries, researches discrepancies
  • Prepares and tracks time sensitive forms for clients and vendors
  • Updates client database - contact information [address, phone, email] – enter notes into client accounts
  • Maintains vendor database - add/update vendor information, obtain w9 and proof of insurance
  • Prepares documentation for accounts payable vouchers and submits invoices for payment
3

Mailroom Assistant Job Description

Job Description Example
Our company is hiring for a mailroom assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for mailroom assistant
  • Uses Excel, software and computer systems to track projects
  • Duties include time stamping, sorting, and routing incoming mail
  • Provide an efficient and friendly service for Receiving, sorting and the distribution of all incoming and outgoing mail and parcels for all internal and external mail routes, in excess of 2,000 per day
  • Maintain high standards in a large basement warehouse facility with multi-functional uses
  • Replenishment and upkeep of office supplies stationary and equipment
  • Support the facilities team function when running large events, including moving and storing of equipment, furniture stock and signage
  • Health & Safety adherence with Good Housekeeping practices
  • Support with maintenance repair to furniture and equipment throughout the building
  • Collating and barcoding invoices and scanning them into the AP system
  • Collect, sort and deliver mail internally within the Duluth office
Qualifications for mailroom assistant
  • 2 - 4 years of directly related clerical or administrative support experience required
  • Maintain stock of office supplies in established locations within the building, including backup stocks, mailroom consumable items, and express shipping supplies
  • Ensure adequate stocks of paper, toner, developer, staples, are maintained at copier locations throughout the building
  • Set up, or assist in set up, physical preparations for meetings, conferences, in conference and meeting rooms, as required
  • Ability to lift boxes, weighing 10-20 pounds
  • Demonstrated knowledge of, and some experience with basic office machines and equipment, such as mailing machines, calculators
4

Mailroom Assistant Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of mailroom assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for mailroom assistant
  • Supervision of the Muller Martini SLS2000 Mailroom inserters, equipment and personnel
  • Knowledge of all equipment in Mailroom including
  • Knowledge and enforcement of contract with union Mailroom office rules
  • Accept mail and packages from USPS, FedEx, UPS, Laser Ship, DHL and all private delivery carriers
  • Utilize customer service skills to answer questions including those regarding mail, packages, the residence halls, and the University as a whole, for parents, students, and other visitors, in person, via telephone, or any other means of communication
  • Take initiative to start projects as necessary
  • Filing, copying and faxing for multiple departments
  • Maintain office facility
  • Route calls appropriately
  • Pushing the carts to the outside of the door where they will then be picked up by other people
Qualifications for mailroom assistant
  • Ability to work flexible part-time hours averaging 20-25 hours per week
  • Knowledge of mail machines, postal regulations, and copiers
  • Must have 1 year clerical or cash handling experience
  • Working part time hours of 8am-12pm
  • Receive and sign for receipt of daily mail
  • Sort various categories of Business Reply Mail – enrollment applications and remittances
5

Mailroom Assistant Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of mailroom assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for mailroom assistant
  • Binding, finishing and distributing of published materials
  • Additional clerical work in support of the production operations
  • Answer/ direct calls, greet and route visitors
  • Create facility work orders
  • Coordinate events and in-office staff celebrations
  • Order supplies, create UPS labels
  • Create and distribute orientation binders
  • Collect all time-sheets from employees, track vacation time
  • Notify the landlord of any special security card accesses, information for Work Permits, RAMS, Hot Works Permit, loading bay access and car bay requests
  • Investigate and report any dishwasher, microwave and fridge faults
Qualifications for mailroom assistant
  • Open BRM and sort applications by client program – stamp each application with date of receipt
  • Stamp each remittance return with date of receipt
  • Log all categories of BRM as specified in mail room processing procedures
  • Deliver applications and remittances to Data Entry and Finance teams
  • Disposition remaining BRM as defined in mail room processing procedures
  • Sort non- BRM (office mail) and deliver all to addressees

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