People Strategy, Equity, and Culture

Lead Mail Clerk

  • Title: Lead Mail Clerk
  • Class: Classified
  • Exempt Status: Non-exempt
  • Grade: 14

Nature and Scope of Work

Under Central Distribution Services management, ensures that incoming and outgoing mail and parcels are processed according to college and external delivery services requirements. Ensures accurate and timely collection and delivery of letter pieces and parcels to and from district-wide campus locations and external delivery services. Monitors mail expenditures and processes requests for Postal Service accounts. Determines most cost effective method of shipping. Uses computer software to accurately charge-back to user departments and cost centers for shipping and mailing services. Works with user departments on proper mail piece design, content and dispatch. Job requires understanding of technical mail regulations and requirements and the ability to present and exchange information with college personnel, mailing and delivery service personnel. Job requires deadlines to be met on a daily basis. Work results impact the accuracy, reliability and acceptability of further results beyond the immediate work section. Responsible for producing journey-level work output on an independent basis subject to supervisory direction and review. Employee works without site supervision, making independent decisions within department policy and scope of responsibility.

Principal Accountabilities

  1. Sorts incoming and inter-college mail for delivery and processes outgoing mail for all college operations for accurate and timely dispatch.
  2. Accesses college mainframe computer to research unfamiliar staff members and forwards mail to appropriate locations.
  3. Makes deliveries and pickups of mail and small parcels to selected mail stops throughout the college. Complies with transportation and OSHA regulations regarding the safe handling of hazardous material and heavy objects.
  4. Delivers checks directly to the U.S. Postal Services.
  5. Provides information concerning postal and college regulations via phone and in person in regards to mail related activities during busy and high volume periods.
  6. Performs related recordkeeping, including computerized cost center charge-back system, delivery log, chart of accounts and reconciles college account ledger with Post Office transaction report.
  7. Maintains current knowledge of U.S. Postal and other delivery service regulations.
  8. Performs routine maintenance on mailing equipment, arranges for repairs from commercial sources if necessary.
  9. Unloads and logs in shipments from various sources. Stores and forwards to proper location.
  10. Cross-trains with other mail service and Central Distribution Services employees to serve as backup as needed.
  11. Maintains mailroom supplies.
  12. 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.
  13. Operates forklift, pallet jack, hand truck, delivery van and may use personal vehicle during the course of duties.
  14. 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 when 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 and computerized charge-back system. Extended standing and heavy lifting* required to process mail and parcels. Ability to operate forklift, pallet jack and hand truck.

* lifting over 70 lbs requires assistance and/or use of mechanical devices such as forklift, hand truck, etc.

Minimum Qualifications

High school diploma or equivalent; post-secondary education/training in bookkeeping or general accounting; good math skills. One year of experience involving mail processing or related function. Proficient in computer data entry/retrieval procedures. Additional experience performing recordkeeping/bookkeeping functions may be substituted for the post-secondary education requirement for bookkeeping/accounting.

Must have knowledge of First and Third Class mail postal regulations and bulk processing procedures. Effective communication skills required for informing other staff of mail procedures/requirements. Must have ability to meet deadlines with minimum of supervision.

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 an acceptable driving record. Able to meet requirements for forklift driver certification.

Reviewed: 12/18

  • Rev: 04/00
  • Replaces: Sr. Mail Clerk, Gr. 13, 01/12/95