Mail Services Assistant

Job Posting Location:

Claremont, CA

Job Posting Title:

Mail Services Assistant

Job Description:

ABOUT POMONA COLLEGE: Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.

JOB PURPOSE: The Mail Services Assistant distributes U.S. and campus mail and advises faculty, staff and students on mail procedures, postal rates, and regulations regarding mail services.  The Assistant sorts, batches, and delivers mail to students and staff, ensuring that all mail and packages are delivered in a timely manner. This position may assist in hiring and training one or more student employees in the mail room as directed.

ESSENTIAL FUNCTIONS: Reporting directly to the Assistant Director of Campus Services, the Mail Services Assistant performs the following essential duties and responsibilities:

1. Sort and distribute mail, including folding, sorting, forwarding and delivering mail.

• Place sorted mail into appropriate mailboxes by number.
• Distribute flyers from various College departments into all mailboxes as directed.
• Redirect/forward first class mail addressed to students who are no longer enrolled at the College.
• Deliver Staff and Faculty mail.

2. Sort and distribute boxes and packages for pick up.

• Receive and sign for boxes and packages from various delivery companies and assist with inputting of boxes and packages.
• Send emails to alert students to pick up boxes and packages.
• Distribute boxes and packages to students, staff and faculty.

3. Advise faculty, staff, and students of mail procedures, postal rates, and regulations.

4. Use mail and package tracking software.

5. Process all outgoing mail and packages using our meter software.

6. Assist with monitoring inventory and ordering mailroom supplies.

7. May assist in hiring and training one or more student employees in the mail room as directed.

8. Perform special projects/tasks/duties and provide assistance as assigned.

QUALIFICATIONS:

• Education: Any combination of education, training and/or experience equivalent to High School Diploma or GED that provides the required knowledge, skills and ability.
• Licenses/Certificates: A valid driver’s license is essential to drive College-owned vehicles. Must take and successfully pass a functional capacity test after job offer and prior to hire.
• Experience: 1 year of general office or mail room experience at an academic institution is preferred.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS: This position must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills and abilities not listed below.

1. Deploy professional skills in mail services, in collaboration with colleagues, to best promote the College’s strategic interests.

• Use excellent telephone and customer service skills with good judgment and maturity when working with the public in a diverse college environment.
• Can sort and file alphabetically and by project or subject-related headings.

2. Demonstrate effective, accurate and clear communication with strong verbal, written, interpersonal, reading, phone, and customer service skills.  Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.

3. Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as UPS Track Pad, Internet and PC based mail tracking systems, CX CARS, menu-driven databases).  Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.

4. Handle all activities and highly confidential information with patience, discretion, good judgment, and tact while working with people from a wide variety of backgrounds.

5. Perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s/department’s annual goals.

6. Use strong organizational, time mana