MAIL SERVICES SPECIALIST I

Occupational Summary

Employees in this position are responsible for assisting with the overall operation of the Campus Mail Services Center. This includes providing assistance with receiving and distributing mail, and performing the daily activities and other mail related functions as assigned.

Work Performed

• Performs various clerical functions and processes various correspondence (e.g. US Mail, Inter-Campus Mail, packages, etc.) to internal departments in many campus locations.
• Provide timely delivery to Faculty, staff and students within the Duke University and Health System (Hospital) distribution network.
• Responsible for driving Campus Mail Services (CMS) vehicle to offices on assigned mail delivery routes. Transport US Mail and dispatch packages to specified Duke Locations.
• Pick-up and deliver mail correspondence at internal departments or mail substations and assist with special mailing bulk mailing projects/distributions at mail site locations.
• Perform a variety of work (e.g. sort, pitch, deliver mail by department and mailbox #) and bundle mail (e.g. rubber band, ties, etc.) according to route and destination.
• Works closely with CMS Management staff to collaborate with other employees in the spirit of teamwork/collegiality. Ability to multi-task and handle high-peak mail volumes.
• Maintain daily records and activity logs and assist with reporting inbound mail volumes of mail and US Mail and packages received daily.
• Coordinate and participate in the routine pick-up/delivery of outbound US Mail. Ensure fund codes and documentation is correct and that they follow department protocol.
• Ability to operate computers and office equipment (e.g. computerized mail equipment, tracking systems, handheld devices, etc.) and vast knowledge of computer applications.
• Familiarity with computer based applications (e.g. Box/Parcel Manager, SC Logic, Duke Directory, etc.) to navigate and perform research and look up mail and/or packages.
• Complies with all Duke University and Campus Mail Services internal department policy and guidelines.

Note: Perform other department related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhausted list of all responsibilities and duties required of personnel so classified.

Required Qualifications at this Level

SUPERVISION:

Specific and general verbal instructions from Campus Mail Services Management team as needed. Assistant Manager and Logistics Supervisor will provide direction on day to day operational duties.

EDUCATION/TRAINING:

Work requires the ability to understand and follow oral and written instructions generally acquired through high school education.

EQUIPMENT AND ACCURACY:

Ability to perform work well independently and in a team environment. Focus and pay attention to detail. Proven ability to multi-task simultaneously and be able to handle heavy volumes of US Mail and packages whenever high-peak workloads exist.

EXPERIENCE:

This work requires one year of relevant education and/or clerical work experience. High school graduate or its equivalent is required. Work may require lifting and carrying up to 70 lbs.

Previous postal knowledge and work experience in a mail service center environment a plus. Experience with U.S Postal Service, FedEx, UPS carriers. Package handling utilizing computers and websites helpful.

SKILLS:

Must be competent operating computerized equipment. Ability to operate general office machines, (computer, fax, telephone, etc.) and drive motor vehicles as well. A valid NC Driver’s License is required and must possess a good driving record. Driving Background checks are administered.

OTHER:

Must be able to lift mail sacks (weighing up to 30 pounds) and to the height of a standard work table. Must be able to stand and pitch mail into boxes as high as 6 feet. Must be able to pass a physical examination and pass an analysis that includes their lifting ability.

ATTENDANCE:

Satisfying minimum attendance requirements is an essential function of this position. This includes working all full-time regular hours as established for the position and any scheduled or emergency overtime. All employees in this job classification are required to satisfy this requirement.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those presented in this description.

Job Code: 00000395 MAIL SERVICES SPECIALIST I
Job Level: 07

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs atDuke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.