Support Services Clerk / Job Req 688178309

PRINCIPAL RESPONSIBILITIES:

Under administrative supervision, this position performs mailroom, department assistance and hospitality coordination and functions as needed including department/company support with well-defined assignments that require minimal instructions and supervision. Additional functions also include good communication and customer service, problem-solving, spreadsheets, and full support for the Alliance and Facilities. Ability to work in a fast-paced, proactive team environment, cooperate and communicate effectively with others, and handle multiple tasks and projects simultaneously, to completion. Professional communication skills, customer service, problem-solving and time management skills needed.

ESSENTIAL FUNCTIONS OF THE JOB

Organization expects job performance to be consistent with its vision and mission.

Day to day work is focused on these key performance areas:

Principal responsibilities include:

Mailroom

• As scheduled, perform mail sorting and dissemination of daily incoming mail from USPS, retrieve interoffice mail from various department locations, deliver time sensitive mail to and from departments, assist with all outgoing mail and process in a timely manner and as directed by the Manager including all supporting documentation and matrixes related. Real-time communication via email on all incoming packages and mail from USPS as they are delivered by courier including updates and solutions to daily issues that may arise.

• Perform routine clerical and administrative support duties as assigned such as mailing/brochures preparation for all Alliance departmental needs as well as adhoc departmental projects or tasks as directed by the Supervisor.

• Assist Facilities with acceptance of deliveries, packages or incoming vendors, sign off and account for delivery of items and or redirecting vendor to appropriate area or location.

• Coordination, support, and reporting for Department Assistance per approved requests for assistance, which entails dissemination of documents per category, communication, scanning, filing, data recording and reporting. Additional tasks may include training guide preparation and additional approved or acceptable ad hoc requests.

• Assist with all outgoing mail functions including folding, envelope stuffing, weighing, and posting letters/packets. Sort, distribute, and/or prepare all incoming and outgoing mail, packages, and interoffice mail in a timely and accurate manner.

• Pick up and prepare for the following day pick up services and full-service mail options such as: Modern Courier, USPS, UPS, and FedEx, including updates and solutions top daily issues that may arise.

• Perform check runs functions for Finance and Claims according to scheduled times and dates

• Manage and monitor postal machine by creating ongoing logs for department usage, reconciliations, funds for postage replenishment and troubleshooting.

• Preparation of new hire kits and name tags for new employees.

• Preparation of training binders as needed.

• Order and ensure adequate inventory and replenishment of all general office and kitchen supplies and special supply requests when approved by the Facilities Manager.

• Maintain supply and kitchen cabinets to be stocked, clean and orderly at all times including all supporting documentation and inventory counts related.

• Knowledge and practice of all spreadsheets, matrixes and software/apps related to daily department use and processes including all supporting documentation related.

(70% of the time)

Hospitality

• Cross train and assist with all Support Services functions for the Alliance; communicates and updates individuals from departments for deliveries for catering events and meetings, set-up of refreshments such as water, coffee, supplies as well as clean-up of all conference rooms and common areas for Hospitality at the Alliance. Assists with ordering and replenishing of office and kitchen supplies for all buildings and suites.

(20% of the time)

• Other duties as assigned. Provide administrative support to Alliance designated staff/departments such as preparing Health Education packets, Marketing packets, or other ad-hoc projects in accordance to established guidelines. Produce and manage documents as requested for all Alliance staff, including projects, emergency protocol and Facilities requests when required.

(10% of the time)

PHYSICAL REQUIREMENTS

Interpersonal Skills

• Pays close attention to skilled jobs with frequent interpersonal contacts, adaptability, and consistency.
• Uses very good customer service skills, maintains an unbiased and positive reflection and respects others.
• Communicates very well, interacts professionally, and supports team.
• Ability to work productively in a team environment, including time-management. Skills used 100% of time.

Decision-Making Ability

• Work limited by standards and procedures. Adapts to recurring operational situations using formal and informal channels while following procedures/protocols.
• Consistent use of learned experience and problem-solving. Decision-making based on current approve procedures and related facts. Unusual situations are reviewed with a manager.

Analytical Ability

• Apply basic business, scientific, or technical principles to routine and problems in a productive and consistent manner.
• Retention of building codes and safety requirements, current department and company procedures/protocols and Alliance-related software/tools utilized daily.

Required and Physical Effort

• Concentrates and pays close attention to communications, instructions, project steps, schedule and skilled jobs with frequent interpersonal contact 100% of time.
• Requires flexibility and adaptability.

• Pays close attention to skilled jobs with frequent interpersonal contacts, communication, adaptability, and consistency.

• Travelling between properties, walking, standing, bending, stooping, pushing/pulling a cart, using a stepstool and regularly lifting between 0-30 pounds, including interaction with mail bins, Docustream tubs, incoming and outgoing boxes and bulk checks and mail. while following safety guidelines for themselves, their teammates and the colleagues around them.

Number of Employees Supervised: 0

EDUCATION OR TRAINING EQUIVALENT TO:

• High School diploma, GED or equivalent experience/training.

MINIMUM YEARS OF ADDITIONAL RELATED EXPERIENCE:

• 1-3 years related administrative experience with clerical USPS duties or equivalent training.

SPECIAL QUALIFICATIONS (SKILLS, ABILITIES, LICENSE):

• Experience with Service Desk ticket systems, intermediate and advanced certification/course completion for Microsoft Office Calendar. Outlook, Word and Excel preferred.
• Requires strong customer service and hospitality skills, and a professional and business demeanor. Must be a team player and motivated to perform. Must be project/task oriented, be able to perform consistently well on repetitive tasks, multi-task when needed, and demonstrate a strong attention to detail, written communications and providing instructions and updates.
• Ability to type 25-30 WPM and strong knowledge in MS Office Suite Outlook, Word, and Excel required, copiers/fax, PC and office equipment. Intermediate/advanced certification required. Experience with postage equipment, scales, folder inserter and other equipment as well as trouble-shooting required to process mail. Experience with ACD systems preferred.
• Intermediate fire and safety, OSHA and ADA compliance basic knowledge preferred
  • Ability to prioritized critical task and important requests that may override daily duties.
  • Full understanding and use of current emergency and security procedures and protocols required and utilized on a consistent basis.

SALARY RANGE $22.00 - $33.01 Hourly

The Alliance is an equal opportunity employer and makes employment decisions on the basis of qualifications and merit. We strive to have the best qualified person in every job. Our policy prohibits unlawful discrimination based on race, color, creed, gender, religion, veteran status, marital status, registered domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition, genetic characteristic, sexual orientation, gender identity or expression, or any other consideration made unlawful by federal, state, or local laws. M/F/Vets/Disabled.