The mailroom clerk will assist in responding to administrative responsibilities of the Administrative Services department and support facilities and mailroom operations.
- 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.
- 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.
- 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.
The Guttmacher Institute is an equal opportunity employer.
How to Apply
- To apply, submit resume and cover letter here.
- No telephone calls will be accepted
- No agencies please