Mail Room Clerk

SUMMARY:This position supports all Authority operating departments, and is required to perform many functions including, but not limited to, operating a wide variety of print production and mail processing equipment, moving boxes and equipment, operating computers and computerized equipment, writing and filling out forms, sorting and collating papers, driving Authority owned vehicles, producing transaction and use reports, following instructions from supervisors, and communicating effectively with other team members. The Mail Room Clerk predominantly takes part in: the production of print/copy/finish orders according to customer specifications; the delivery and distribution of incoming mail; and the application of appropriate postage to outgoing mail with delivery to the local United States Postal Service office. This team member also maintains the production area and equipment and supports the fleet management function. As needed, this position assists in all department activities as related to the position.ESSENTIAL DUTIES AND RESPONSIBILITIES:The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.General ServicesSupports, in position’s capacity, all Authority operating departments.Provides customer service, including problem solving, to satisfy those needs with a minimum amount of supervision.Follows instructions of supervisors and assists other team members in performing center functions.Adherence to business guidelines, safety & security procedures.Ensures facility is clean and organized and follows safety precautions.Follows policies and procedures.Order supplies and keep track of inventory.Produce and maintain accurate reports, logs and measurements.Gives a professional presentation by complying with dress code requirements.Provides knowledge, direction and other input as needed to customers and other staff.Answers phones and electronic mail, responds to customer inquiries and/or accepts and transfers correspondence to appropriate parties.Print ServicesOperates production level digital print equipment, producing high volume/high quality work.Operates a variety of finishing equipment including cutters, drills, laminators and bindery.Produces work in accordance to customer stated requirements and ensures that the request is on time with quality results.Makes suggestions regarding paper, binding, and other options.May assist in the preparation of layouts for forms, posters, leaflets, booklets, and other graphic material.Effectively prepares and troubleshoots various file formats.Reproduces multiple orders requiring the ability to multi-task between numerous productions and finishes projects on a continuous basis as well as reprioritizing as needed to ensure deadlines are met.Runs orders on time while maximizing the equipment productivity.Distributes completed orders or notifies department/individuals and stores for pickup.Maintains inventory records of supplies of stationery, inks, and other materials, and orders additional supplies as needed.Maintains records of the volume and type of completed material produced by the unit.Reports mechanical failure for technician repair and keeps records of regular maintenance of machine.Confers with the supervisor on problems relating to the propriety, volume, or design of work projects, on problems relating to acquisition of new materials or equipment, and on problems relating to personnel or other administrative matters.Properly uses and cares for all equipment in compliance with operating instructions; use automated machine log/call list and escalation process to schedule machine and equipment maintenance.Performs other related duties and projects as assigned.Mail ServicesReceive, sort, and distribute incoming mail and packages daily.Perform start-up and operations of postage, inserting and addressing equipment.Prepare materials for mailing including applying postage, preparing items for shipment or collection, ensuring items are properly labeled, and documenting data according to management guidelines.Ensure proper handling of confidential and sensitive documents.Verify and correct electronic mail lists using various software applications.Properly uses and cares for all equipment in compliance with operating instructions; use machine log/call list and escalation process to schedule machine and equipment maintenance.Assist departments with mailing projects and special distribution.Fleet ServicesSupports fleet management function with various tasks including but not limited to filing and renewing vehicle registrations with the Department of Motor Vehicles.Shuttle vehicles for fueling, and maintenance and repair services.Enter data into fleet management database.Serves as a driver.Perform other related duties as assigned by supervisor.COMPETENCIES:To perform the job successfully, an individual should demonstrate the following competencies:Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition. This skill is characterized by the following types of behaviors:Takes initiative to make things happenMaintains positive “can-do” attitude; successfully meets or exceeds goalsDemonstrates dedication to and understanding of the mission of the organizationContributes to a positive team spiritTakes ownership of issues and problems, even when originating in other areasConsistently demonstrates effort to meet and exceed internal/external client expectationsOvercomes obstacles to complete projects/tasks successfullyContinuously improves own performance standards and resultsMakes specific changes in work processes to improve performanceLearns and applies new information quicklyCustomer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes working colleagues as customers. This skill is characterized by the following types of behaviors:Treats customers with courtesy and concern; responds promptly, professionally and politelyAnticipates what customer wants, and works to provide itInitiates action/response to customer complaint/inquiryResponds in a timely, effective manner, even if just following-upConsiders every customer interaction as importantAlways delivers on customer commitments; measures performanceTranslates customer information to others in the organization with a need to knowEnsures that consultation, products and services delivered address the customer's needs by asking customer for feedbackEffective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively. This skill is characterized by the following types of behaviors:Willingly shares informationRecognizes important information and ensures that others that need to know are informed.Clearly and concisely expresses ideas and concepts orally and in writingListens openly and non-judgmentallyExpresses disagreement tactfully and sensitivelySummarizes input, then checks for understandingListens without interruptingUses correct grammar, spelling and punctuationMaintains eye contact when speakingThinks through main ideas that he/she is trying to expressEnsures information is accurate; stops rumors from spreadingResponsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work. This skill is characterized by the following types of behaviors:Will not ignore a problem, even if it is not one's direct responsibilityAnticipates and acts to avoid a future problemReacts quickly and positively to customer and co-worker inquiriesPuts the highest priority on accomplishing objectivesDemonstrates flexibility in balancing job responsibilities and the ability to deal with changePuts success of team above own interests and willingly assists others to succeed or complete tasks when neededDemonstrates high-level of adaptability and willingness to help as neededTakes responsibility for one's own actionsEnsures fair share of work is completedAppropriately shares credit for work and ideas with co-workers and subordinatesUnderstands the importance of timeliness and accuracy in the workplaceMaintains a satisfactory attendance record and is consistently punctualFocuses on work-related activities and acts in ways which support mission and goals of the AuthorityExhibits a high degree of judgment and discretion with confidential informationLeadership: Provides direction by clearly and effectively setting course of action for department and subordinates; manages performance by providing regular feedback and reinforcement to subordinates. This skill is characterized by the following types of behaviors:Makes expectations clearEstablishes a manageable workloadAccomplishes long-term objectives by planning and taking the necessary stepsKeeps focus on big picture while implementing detailsProvides consistent and continuous feedback of work performancePositively reinforces desired outcomesRecognizes performance on a timely basisConducts coaching sessions on time and provides complete and constructive feedbackDeals with sub-par performance effectively, sensitively and on a timely basisTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Must possess a valid New Jersey driver's license.While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions, office environment; loud noise.Education and/or ExperienceTwo-year associate degree under a program offered by a community college, junior college or technical school. High school diploma or general education degree (GED); or 2 years related experience and/or training; or equivalent combination of education and experience.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds.WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Office environment, moderate noise level. #J-18808-Ljbffr