MAIL AND WAREHOUSE SERVICES SPECIALIST #1012

General Characteristics
A Mail and Warehouse Services Specialist is responsible for performing general and specialized duties relating to the operation of the College’s Mailroom and Warehouse operations by maintaining accurate records on accounts for postal billing and special services, developing Mailroom and Warehouse policies and procedures, coordinating between the College and the U.S. post office, UPS and FedEx, maintaining routing schedules and time deadlines, leading the work of hourly employees and work-study students in the Mailroom, maintaining fixed asset inventory, and doing related work as required.

Work requires accuracy, speed, and strength and agility may be required to lift, carry, bend, stoop and move heavy boxes and cartons of warehouse supplies, packages, and mail. Operating microcomputers requires manual dexterity and good visual acuity.

Examples of Work:
Sort for distribution all U.S. Postal service mail and parcels and College intercampus mail. Bag and organize mail for delivery. Deliver to departments on the main campus, and off-campus College departments. Maintain Mail Services security. Follow established procedures for handling suspicious letters and packages.

Sort outgoing College mail by department mailing numbers and process the mail for each department mailing number through the postage meter.

Receive and log incoming UPS, FedEx, and freight deliveries, noting damaged package or freight. Determine recipient of improperly addressed deliveries using ExpressLane document viewing, calling departments and vendors. Maintain files for freight bills and delivery signatures for reference in case of delivery disputes. Unload freight deliveries with forklift. Coordinate delivery of UPS, FedEx, and freight items to College departments and off-campus LCC locations. Coordinate with Facilities Management and Planning delivery of large freight items temporarily stored in the warehouse.

Pick up incoming mail at USPS Area Distribution Center and sign as LCC’s agent for insured and registered mail. Process incoming postage due and business reply mail; monitor balances for both of these USPS accounts and request checks to the postmaster from College Finance.

Deliver deposits to College Finance/Operations from College departments on and off campus.

Open improperly addressed mail and parcels to determine the correct recipient using the Mail Services comprehensive historical employee list and ExpressLane to find purchase order information. Accurately maintain Mail Services comprehensive historical employee list, and update and replace sorting case directories monthly.

Maintain daily records for incoming and outgoing special mailing services, such as, insured mail, registered mail, certified mail, express mail, and delivery confirmation.

Maintain spreadsheets to record daily College department expenditures for postage, business reply, and postage due services. Electronically replenish funds for mail meter when needed. Assign department mailing numbers and accurately update billing records.

Process bulk mailings for College departments and verify the postage statement for acceptance to the USPS Business Mail Entry Unit. Train College staff to accurately prepare bulk mailings within their departments.

Prepare outgoing UPS, FedEx, and freight items using UPS Worldship 6.0 software and FedEx online software, and direct communication with various freight companies. Reconcile UPS billing statements, contacting UPS to correct billing errors. Approve UPS invoices and send to College Finance for payment. Approve FedEx invoices and send to College Finance for payment and track account numbers if not present.

Price and fill LCC warehouse orders for delivery to main campus locations and LCC off-campus locations. Compile Warehouse billing to College departments and enter batches in Native Banner for posting. Maintain warehouse cleanliness and organization. Assure warehouse contents are stored in a safe manner. Conduct annual Warehouse Services inventory.

Coordinate maintenance for Mail Service and Warehouse Service vehicles with Facilities Management and Planning.

Knowledge, Skills and Abilities:
Knowledge of and skill in applying postal regulations and operating mailroom equipment; knowledge of bookkeeping procedures; knowledge of and skill in the safe operation of a fork lift, pallet jack, hand truck, and delivery vehicles in confined quarters.

Ability to work effectively and respectfully with students, staff, and the public from a diversity of backgrounds; ability to operate a computer, calculator, fax, and copier; ability to use computer applications such as word-processing, spreadsheet, and database software, email, and the Internet; ability to be organized, work under pressure, and meet deadlines; ability to communicate effectively orally and in writing; ability to work independently, as well as in teams, and to adjust the work routine to respond to requested services; ability to safely transport, load, unload, and move boxes and mail bags weighing up to 70 pounds; ability to sort mail to delivery route units; ability to maintain accurate records; ability to safely operate a vehicle in a variety of weather conditions; ability to work safely.

Supervision:
Work is performed independently and is performed according to established polices as outlined by rules and regulations. Work is reviewed only periodically to assure conformance with established policies and to measure results.

This position coordinates and leads the work of hourly employees and work-study students. This position plans work, assigns tasks, provides priorities, trains and checks the work of assigned staff and is available to answer questions and troubleshoot problems on a daily basis.

Equipment: Mail Services Courier Van, Warehouse Microvan, Forklift, Neopost Mail Meter, and Electric Pallet Jack.

Minimum Qualifications:
High school graduate or equivalent is required. Two years related office experience which provides knowledge of mailroom operations and postal regulations and involved organizational skills and ability to meet deadlines is required. A current Oregon driver’s license is required. Ability to obtain Forklift Certification by date of hire is required.

Equivalent combination of training and experience will be considered qualifying.

12/05