Facilities Clerk

Posted Date 4 weeks ago(1/29/2018 4:30 PM)
ID
2018-2970
Location : City
Madison
Category
Operations
FTE
1.0
Schedule
Monday-Friday 8:00am-5:00pm
Salary Grade
4
Mid
USD $15.00/Hr.

Overview

The Facilities Clerk is responsible for mail dispersal, department records maintenance, and shipping/receiving duties. They must be willing to work within a team environment and be able to assist the Facilities Specialist as needed.

 

The Facilities Clerk must effectively carry out the essential duties of this position in a manner that consistently demonstrates the core values of the organization in a positive manner. 

 

 

 

Responsibilities

1) Mail Services-  30%

a. Accurately sort and distribute inter-departmental mail

b. Process all daily in and out-bound mail

c. Assist in investigating any claims of undelivered or misrouted mail

d. Be a resource to other departments in determining most cost effective means of mailing packages

e. Assist staff with special mailing requirements such as Certified or Registered mail

f. Assist with letter shop duties such as folding and stuffing envelopes

g. Assist with electronic record keeping of ATM, Debit/Credit Card, and check shipments

h. Assist in maintaing inventory of mailing and shipping materials (i.e., boxes, envelopes, etc.).

i. Assist with UPS, FedEx, and USPS issues

j. Having a working knowledge of UPS website users, access levels, and system updates

 

2) Record Operations-  30%

a. Scan and retrieve deposit account files as needed

b. Scan and check quality/reliability of scanner records

c. Process all inter-departmental records requests to include teller work, signature cards and archived records

d. Properly label/identify record boxes for proper archival storage, providing information for location, description, department, and retention/destroy dates if applicable.

e. Assist in collecting confidential records from locking shred containers and prepare them for destruction

f. Assist and be able to fill-in with any off-site record storage operations

g. Have working knowledge of records destruction Master File and process off-site storage vendor's records as needed

 

3) Shipping and Receiving-  20%

a. Receive, log, and route incoming parcel deliveries as needed

b. Assist in the packaging and shipment of large or irregular parcels

c. Work collaboratively with other department members to properly handle large shipments and deliveries

d. Knowledge of UPS website to coordinate shipments

e. Utilize electronic tracking features for USPS, UPS, FedEx, and courier services to track, investigate and resolve package concernsf. Make trips as courier to Post Office as needed.

 

4) Facility Support Functions- 20%

a. Mow lawn, water plantings, and assist in any other landscaping maintenance as needed

b. Assist in meeting room preparation, including set up and taking down of seating

c. Deliver equipment and supplies as needed throughout 3500 and other locations using UWCU-supplied vehicle

d. Distribute copy paper to copier and printer stations as needed

e. Other job duties as assigned as necessary

 

Qualifications

- High School diploma or equivalency is required
- One-year previous office experience, preferably in support, mailroom, or records management function

- Ability to file both alphabetically and numerically

- Must be able to use folder/inserter and other mailing equipment

- Ability to work independently and manage multiple projects and competing priorities

- Excellent interpersonal skills
- Ability to use and navigate through the following applications; Microsoft Office products, a company

Intranet, scanning software, and the Internet

- Must possess a valid State of Wisconsin driver’s license and be able to drive a company vehicle

 

Physical Requirements

- Ability to sit and/or stand for up to 8 hours

- Ability to lift 40 to 60 lbs

- Ability to shovel snow, use snow removal equipment, and use lawn mowing equipment

- Ability to bend and lift packages weighing up to and including 60 pounds on a regular basis

- Ability to stand walk up to 8 hours a day

- Ability to use a ladder to file and retrive records

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