Mailroom Clerk

Description

Position Title: Mailroom Clerk

Reports to: Operations Manager 

Location: Chicago, IL 

Employment Status: Full-Time

Work Schedule: Monday-Friday, 8:00am-4:00pm

FLSA Status: Non-Exempt 

Position Summary: Aldevra LLC is currently seeking a qualified Mailroom Clerk to support the Department of Justice (DOJ) in Chicago, IL.  We will provide training, but the ideal candidate will already align with our core values of SOAR (Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven and Relentless Pursuit of Quality). 

This position is contingent upon contract award.

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

Supply/Equipment Room:

• Maintains stockroom of expendable supplies/forms.
• Submits requests for reordering supplies/forms.
• Rotates stock with the arrival of each new shipment.
• Receives deliveries of supplies and sign for materials.
• Assists in unloading material and transporting it to the supply room.
• Ensures that delivery conforms to the order, reports any discrepancies, and then processes receiving documents to Purchasing Official.
• Processes requests for supplies from Office employees in a timely manner.
• Receives, inspects, and stores furniture and equipment. Ensures the delivery conforms to the order.
• Reports any damaged items and then processes receiving documents to the Purchasing Official.
• Signing out and delivering equipment, such as trial carts, media devices, easels, etc.
• Moving filing cabinets, office furniture, boxes, charts, and case files to the appropriate holding areas or to the Federal Records Center.
• Transporting equipment, supplies, files, etc. between the Chicago Office and Rockford field office.

Mailroom:

• Completes scheduled mail pickups and deliveries daily.
• Responsible for metering all outgoing mail upon receipt in the mail room.
• Upon receipt, sorts, and routes mail by determining subject matter and organizational designation. Subject matter is often not clearly identifiable.
• Conversant on and operates automated mail inserter/folder and sealer.
• Performs related duties such as wrapping and bundling of outgoing mail. Maintains up-to-date directories by name, room, telephone number, organization and forwarding address. Aids office employees in rush matters regarding mail and supplies.
• Processes all incoming and outgoing commercially contracted mail upon receipt and places all commercial mail in the pick-up box located in the building lobby by close of business each day.
• Prepares, processes and files the appropriate logs for all checks received in the mail room. All checks received must be processed out of the mail room by the close of the business day.
• Processes all incoming hand deliveries upon receipt in the mail room.
• Processes all outgoing hand deliveries upon receipt in the mail room. Uses appropriate messenger service.
• Pays close attention to special instruction on the hand delivery form to ensure all special requirements are met.
• Completes and processes required hand delivery logs. Conducts local hand deliveries to external customers when needed.
• Ensures that no incoming or outgoing hand delivery items are left in the mail room overnight.

Copy Room:

• Setup, operate and adjust office copiers to produce single and multiple page documents.
• Reviews incoming copying requests to determine priority, and method of reproduction. Requests frequently involve sensitive materials, such as grand jury records, case documents, and press releases, which must be handled carefully to preserve the security and confidentiality of the material.
• Performs routine maintenance on all office shredders daily, by ensuring all oil reservoirs are full and remove/replace shred bags.
• Operates binding equipment.
• Diagnoses copier/shredder/binding equipment malfunctions and operation problems and performs corrective adjustments or makes service calls as necessary.

Conference Rooms:

• Setup conference rooms in a timely manner following the daily schedule.
• Arrange/Setup all necessary equipment to be operational, such as table set-up, arrange seating, set-up easels with pads & markers.
• Ensures conference rooms are cleaned at the end of the day.

Reception:

• Greet Office visitors.
• Answer phones.
• Issue Visitor ID badges.
• Schedule Conference Rooms.

Maintain Office