Mail Services Specialist

Title: Mail Room Specialist

Duration: 6 Months

Location: Redmond, WA (In-Person)

Hours: 8:00AM-4:30PM PST (M-F) with a 30-minute lunch

Pre-screening Question

• Please describe your experience in assisting with shipping requests and handling mails.
• Are you comfortable lifitng upto 50 LBS.

*The person in the role will not be delivering mail. This person will be standing behind a counter and assisting with shipping requests. *

Job 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, copy products and stationery, 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 with Host vendors.
• This individual safeguards deliveries from damage and tampering, in addition to other duties such as responding to production needs.

Duties & Responsibilities

Resource's typical working day:

• They will be standing majority (95%) of the day.
• They will be lifting packages up to 50 lbs.
• They will be working with in the client shipping center.
• Taking passport photos.
• Processing outgoing shipments using fed ex USPS, UPS.
• Using a mailing system for outbound shipments and tracking.
• Duties revolve around retail shipping and passport photo taking (think Pony Express or other retail shipping store where multiple carriers are offered as shipping options).
• Standing, walking, and lifting up to 50 pounds are requirements of this role.
• Valid Notary licensing a plus but not required.
• 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.
• Audit delivered items with delivery invoices. Approve or reject deliveries based on inspections. Check for contraband.
• Ensure all shipped packages are adequately protected against damage.
• Process shipment request with vendor, advising package owner of arrangements.
• 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

• True entry level- no experience is required, 1+ experience as a notary or working in a mailing role would be preferred.
• Microsoft Office Suite.
• 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.
• Physical ability to assist with warehouse operations. Able to lift 50 lbs.
• Driver/Motor Vehicle Operation - Position will require the ability to operate a motor vehicle and have a valid California Driver's License.?

Top 3 Nice to have Skills

• Notary and/or lithium battery cert would make for a TOP candidate.
• This HM would also love someone who had prior mailing experience.
• Candidates who has filled a similar role would be preferred!

Scope of Responsibility

• Decisions made with general understanding of procedures and company policies to achieve set results and deadlines.
• Errors in judgment may cause short-term impact to co-workers and supervisor.

Safety

• Complete at a satisfactory level all required and assigned HSE training.
• Follow all activity policies and procedures, including all HSE related requirements at all times.
• Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing, and assessment, etc.
• Report any condition which you feel could result in an accident or injury and / or stop work if required.

In addition:

• Be aware of and understand all safe work practices and procedures and potential hazards associated with the work environment.
• Maintain and wear at all times required appropriate personal protective equipment (PPE).
• Apply appropriate material handling techniques at all times.
• Only operate warehouse equipment and machinery (e.g. pallet jacks, manlifts, etc.) if properly trained, qualified, and authorized to do so.

Interview Process: 1 Interview - in person