People Strategy, Equity, and Culture

Mail Clerk

  • Title: Mail Clerk
  • Classified: Classified
  • Exempt Status: Non-exempt
  • Grade: 13

Job Summary

Under the direction of management, performs a variety of tasks to process incoming and outgoing college mail, small parcels, and packages according to college and Postal Service requirements and regulations. Determines most cost effective method of shipping and charge-back to user departments and cost centers. Operates computerized multi-function mail processing, printing, folding/inserting and billing equipment. Job requires deadlines to be met on a daily basis. Job requires understanding of technical mail regulations and requirements and the ability to present and exchange information with college, mailing and delivery personnel. Responsible for producing journey-level work output on an independent basis subject to supervisory direction and review.

Typical Duties and Responsibilities

  1. Classifies and processes outgoing mail for all college operations for accurate and timely dispatch. Sorts incoming mail for delivery. Looks up unfamiliar staff members and forwards mail to appropriate locations.
  2. Assists in processing college bulk mailings in accordance with college procedures and U.S. Postal requirements for accurate and timely dispatch.
  3. Coordinates and monitors large, high volume print jobs of college mailings and ensures accurate and timely job completion, including quality control, maintenance and troubleshooting.
  4. Operates and maintains college owned folder/inserting equipment for preparing large and time sensitive mailings.
  5. Makes deliveries and pickups of mail, small parcels, and packages to selected mail stops throughout the college. Complies with transportation and OSHA regulations regarding the safe handling of hazardous material and heavy objects.
  6. Cross-trains with other Central Distribution Services employees to serve as backup as needed.
  7. Cross-trains Central Distribution Services staff and other college employees on the proper operation of printing, folding/inserting and mailing equipment.
  8. May assist, as requested, Central Distribution Services with the delivery of packages, print paper, pick-up and or delivery of surplus material, assisting with department moves and other related activities.
  9. Provides information concerning postal and college regulations via phone and in person in regards to mail related activities during busy and high volume periods.
  10. Performs related record-keeping including computerized cost center charge-back, system, delivery log, chart of accounts and reconciles college account ledger with Post Office transaction report. Tracks postage funds to ensure adequate amounts are maintained in the Post Office accounts to accomplish college mailings.
  11. Maintains current knowledge of U.S. Postal and other delivery service regulations.
  12. Performs routine maintenance on mailing equipment. Arranges for repairs from commercial sources if necessary.
  13. Unloads and logs in shipments from various sources. Stores and forwards to proper location.
  14. Maintains mailroom supplies.
  15. Maintains a clean and safe workplace. Follows safety procedures and uses proper lifting techniques to ensure personal health and safety. Participates in initial and on-going training in the safe handling of chemicals and other potentially hazardous material.
  16. Operates forklift, pallet jack, hand truck, delivery van and may use personal vehicle during the course of duties.
  17. Performs other related duties as assigned.

Work Environment

Work is primarily performed in non-office environment with exposure to equipment noise and exhaust fumes. Interruptions occur on a regular basis. Exposure to adverse weather conditions while making deliveries throughout campus and to external delivery services. Transports hazardous chemicals and toxic substances occasionally.

Physical Requirements

Learned physical skill required to operate computers, computerized charge-back system and folder/inserting equipment. Extended standing and heavy lifting* required to process mail and parcels. Ability to operate forklift, pallet jack and hand truck

*lifting over 50 lbs requires assistance and/or use of mechanical devices such as forklift, hand truck, etc.

Minimum Qualifications

High school diploma or equivalent; one year of work experience or training involving application of multiple procedures. Ability to perform computer data entry/retrieval procedures. Must have the ability to work on an independent basis and keep accurate records. Must possess good communication skills.

Basic knowledge of safety procedures related to handling of chemicals and other potentially hazardous material OR willingness to attend related training upon hire and on an on-going basis. Must have valid driver’s license to operate a motor vehicle in State of Oregon and possess acceptable driving record. Must be able to meet requirements for forklift driver certification.

Rev: 12/2019; 10/1997

  • Reviewed: 12/2018
  • Replaces: Mail Clerk, Gr. 12, 01/12/95