Position Summary

The mailroom clerk will assist in responding to administrative responsibilities of the Administrative Services department and support facilities and mailroom operations.

Responsibilities

Mailroom

  • Support mailroom operations for the Institute, which includes but is not limited to: sorting, distributing, and securing incoming mail, including faxes and overnight packages
  • Accept deliveries and operate mail machine to determine postage rates, record postage expenditures and maintain postage records using software in mail machine
  • Assist staff with assembling and shipping of conference material shipments and track packages from original to final destination
  • Assist staff with large and/or complicated photocopying or mailing projects as requested
  • Make arrangements and maintain records for registered mail, overnight mail delivery, bulk mailings, and courier and messenger services; reconcile documentation for submittal to Finance for final approval
  • Assist with daily service requests using electronic ticketing system
  • Inspect, maintain, and replenish stock levels of all pantry items on 16th, 7th, and 3rd floors
  • Collaborate with the receptionist, staff, and team members to order supplies as necessary
  • Distribute and replenish inventory of office supplies within the mailroom and for individual staff
  • Assist with tracking and inventory of off-site storage boxes;work with staff to coordinate requests and ordering of storage supplies, and arrange for pickup and drop-off of file boxes
  • Daily maintenance of appearance, cleanliness, and organization of the mailroom and
  • Provide daily back-up for the receptionist and mailroom clerk/facilities specialist during daily lunch breaks, breaks, scheduled vacations, and other absences.

Facilities

  • Set up and inspect workstations, signage, and mailboxes for new and transitioning staff
  • Assist during furniture and office moves, equipment and furniture inventory, the Administration department’s Safety Day, and other yearly events
  • Troubleshoot issues with office equipment (i.e. copiers, fax machines and printers); inform administrative services team and email Institute staff when equipment is not working and/or is in need of repair and make service calls to corresponding vendors
  • Back-up facilities staff when out of the office
  • In the absence of facilities staff, inspect the work of vendors and identify and report any issues or damage to the office space to supervisor and
  • Perform other related job duties as assigned by supervisor.

Qualifications

  • High School diploma
  • One year of related experience; experience managing inventory strongly preferred
  • Strong interpersonal communication and customer service skills, with the ability to interact with all levels of staff
  • Proficiency using MS Word and Excel
  • Demonstrated experience in operating and troubleshooting issues with office machinery including but not limited to: fax machines and copiers
  • Must be well organized and demonstrate attention to detail;ability to follow up proactively on assignments
  • Ability to work independently and juggle multiple priorities with minimal supervision
  • Ability and willingness to navigate the office environment and conduct business transactions, on behalf of the Institute, at local places of business (i.e. the bank, post office, etc.)
  • Must be able to move and lift office furniture, boxes, and office supplies weighing up to 50 pounds.

Salary and Benefits

Salary starting at $39,100 to low $40k’s, commensurate with experience. Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time; paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally.