Job Description

SUMMARY 

The Mail Services Specialist is crucial to the processing, preparation and delivery of mail throughout Host-supported locations. The individual in this role maintains a precise daily schedule for the delivery of mail, packages and copy products and ensures that items are mailed and delivered quickly and efficiently. The Mail Services Specialist is also responsible for stocking mail and postage supplies, inspecting deliveries and processing shipment requests as needed. 

This individual safeguards deliveries from damage and tampering, in addition to other duties such as responding to production needs. 

DUTIES & RESPONSIBILITIES 

Deliver mail, packages, copy products and stationery to assigned group/location per daily schedule.  Ensure that all packages received/delivered are shipped and/or delivered same day, or alternatively consignee with be advised of next day delivery. 

Check daily and replenish, if necessary, all mail and postage supplies.  

Apply appropriate postage amounts and required identification to outgoing mail and packages. 

Stock copy rooms and provide first response for copier fleet production needs such as clearing jams (no tool repairs) and determining if a technician is needed. 

May perform other duties to include but not limited to monitoring on-line production/copy requests, setup of conference rooms for client meetings, and answer telephones in a professional manner, direct calls, and take messages. 

Performs other duties as assigned. 

QUALIFICATIONS  

To 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.

High School diploma or GED equivalent required and a minimum of 1 - 2 years of related work experience in warehouse, shipping and receiving.  

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees. 

Comfortable meeting and engaging with new people. 

Warm and engaging demeanor.  Ability to assess circumstances, empathize and offer help. 

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages. 

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills. 

Intermediate skills with Microsoft Office Suite, handheld mobile technologies and applications. 

Ability to use computer system to record materials received and shipped. 

An additional requirement for this role is the ability to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing.  

Physical ability to assist with warehouse operations. Able to lift 50 lbs. 

SCOPE OF RESPONSIBILITY?? 

 
Decisions made with understanding of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor. 

SAFETY 

 
1. Complete at a satisfactory level all required and assigned HSE training 
2. Follow all activity policies and procedures, including all HSE related requirements at all times 
3. Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc. 
4. Report any condition which you feel could result in an accident or injury and / or stop work if required 
 
In addition: 
1. Be aware of and understand all safe work practices and procedures and potential hazards associated with the work environment 
2. Maintain and wear at all times required appropriate personal protective equipment (PPE) 
3. Apply appropriate material handling techniques at all times, 
4. Only operate warehouse equipment and machinery (e.g. pallet jacks, manlifts, etc.) if properly trained, qualified and authorized to do so