What are the responsibilities and job description for the Mail Room and Order Processing Clerk position at Federal Way Public Schools?
- Process and deliver outgoing U.S. Postal mail and UPS packages daily
- Maintain monthly records of every department/school's postage used, stamp purchases and UPS charges and bill each site for all charges for the month. Must keep all budget numbers correct, current and updated
- Maintain department courier calendar
- Data entry of custodial inventory requests.
- Create purchase orders for mailroom
- Receive packages/invoices online
- Reconcile credit card statements monthly
- Support tracking and documenting assets and equipment
- Assist in the surplus sale and petty cash
- Assist in miscellaneous projects
- Manage mailroom operations, including postage inventory, equipment functionality, supplies.
- Assist in maintaining mailroom vehicle i.e.: fuel, fluids, wash
- Cover the mail run and urgent deliveries when couriers are absent
- If applicable, provide language support or translation assistance within the scope of the position.
The Mailroom and Order Processing Clerk is responsible for ensuring that incoming and outgoing mail is handled and distributed throughout the district in an accurate and timely manner. This position is required to cross-train and maintain working knowledge of all warehouse and mailroom processes.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
OTHER RESPONSIBLITIES:
REQUIRED QUALIFICATIONS:
Education and Experience
High school diploma or equivalent
One (1) year experience working with computer databases
ADDITIONAL REQUIREMENTS:
Basic knowledge of Microsoft WORD and EXCEL
Proficient with email systems
Customer Service experience
Must have vehicle to make short runs to post office and Business Services
PREFERRED QUALIFICATIONS:
The District's Integrated Accounting System
Familiarity with USPS website and UPS World Ship program helpful, but not required upon hiring
Must exhibit a willingness and aptitude to obtain a high level of proficiency on all equipment
CONDITION OF EMPLOYMENT:
Criminal background clearance
Valid Washington State Driver's License
Work scheduled hours on a consistent basis
KNOWLEDGE OF:
School board policies and procedures
Database management
Online form development
ABILITY TO:
Accurately enter data in a variety of systems
Organize and perform job responsibilities efficiently and independently without close supervision and able to pay strict attention to detail
Perform safety responsibilities while under pressure.
Demonstrate basic knowledge of modern technology and willingness and ability to increase knowledge to proficiency
Speak, read and follow written or verbal communications: able to proofread
Exhibit proper telephone etiquette
Practice effective safety and security within individual work routines
Remain flexible; able to cope with frequent interruptions as part of a daily routine, to multi-task and shift priorities to meet required deadlines
Develop and maintain positive customer relations with staff, students, parents, and the public in a multicultural and multiracial community
Cope with and assist angry or distraught students, parents, and other community members
Work collaboratively with District staff and promote teamwork with co-workers
Practice ethical and professional standards of conduct including the requirements of confidentiality
Abide by Federal Way Public Schools' Policies and Procedures
Perform the essential functions of the job with or without reasonable accommodations
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee will regularly stand and walk, bend neck and back, use hands for repetitive grasping and pushing/pulling. The employee will frequently be required to sit for extended periods of time and use a computer screen and keyboard. The employee may occasionally be required to squat, kneel, and use hands for fine manipulation, climb stairs/ladder, lift and reach overhead, and lift/carry. The employee must regularly lift/carry up to 10 pounds and must frequently lift /carry up to 25 pounds. The employee will occasionally lift/carry a maximum of 35 lbs. The employee is occasionally required to push/pull a maximum weight of 400 pounds.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate. The position constantly deals with frequent interruptions, demanding deadlines, and occasionally deals with angry and distraught employees and community members.
Individual must be able to drive the District Van and willing to load and unload mail as many times a day as needed.
WORK SCHEDULE
This position typically works 8 hours, Monday through Friday, 260 days per year
REPORTING RELATIONSHIP
This position reports to, and is evaluated by Manager of Maintenance Services
REPRESENTATION
Federal Way Education Association Education Support Professionals (FWEA-ESP)
LEVEL OF COMPENSATION
Level 4 on the FWEA-ESP Salary Schedule
CLASSIFICATION HISTORY
Update 9/1/01
Update with physical demand/working conditions 5/2015
FWEA-ESP review 7/2015
Updated FWEA-ESP job review 11/2019
Updated with additional job duties 4/2026
All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status.
Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.
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