What are the responsibilities and job description for the Office Services/Mailroom Forklift Specialist position at Health Alliance Plan?
General Summary:
The Office Services Specialist provides comprehensive onsite support for mailroom, print center, marketing logistics, and general office service operations. This role ensures accurate, timely, and secure handling of mail, packages, and print requests for all departments, while maintaining office equipment, managing supplies, assisting with conference room set up and AV support, and supporting offsite marketing events. The position requires strong customer service skills, attention to detail, and flexibility to perform related duties as assigned, including occasional support for other areas.
Principal Duties and Responsibilities:
- Receive, sort, and distribute incoming postal, interoffice, and package deliveries according to established schedules.
- Prepare and meter outgoing mail; ensure proper postage, classes, and compliance with postal regulations.
- Process large or special mailings, including mail-merge services and use of inserting/folding machines.
- Track and confirm deliveries using internal and carrier systems (UPS, FedEx, USPS, etc.).
- Package and ship outgoing items using carrier websites and internal tracking tools.
- Fulfill production printing requests using Fiery or comparable print software.
- Operate high-volume printers, copiers, and finishing equipment; perform routine maintenance and basic troubleshooting.
- Coordinate with outside vendors for emergency or overflow print jobs.
- Maintain print supply inventory (paper, toner, staples, etc.) and reorder as needed.
- Provide basic troubleshooting for copiers, printers, postage meters, and related office equipment.
- Open, update, and close service tickets in systems such as ServiceNow.
- Schedule and coordinate equipment maintenance with service providers.
- Assist with conference room setup, including arranging furniture, preparing AV equipment, and performing basic AV troubleshooting.
- Fulfill departmental requests for office supplies, printed materials, or display setups.
- Transport materials, mail, and packages between company sites and offsite locations using company vehicles.
- Provide offsite support for Marketing team events, including transporting, setting up, and breaking down displays, signage, and promotional materials.
- Assist with office and departmental moves, including disconnecting, moving, and reconnecting PCs and peripherals.
- Verify shipments against packing slips or purchase orders before accepting delivery; submit documentation for inventory updates.
- Support offsite warehouse activities, including inventory counts and material handling.
- Maintain confidentiality and comply with HIPAA and other applicable regulations.
- Follow all safety procedures for handling equipment and materials; participate in safety training as required.
- Keep work areas organized and free from hazards.
- Perform related duties as assigned to meet operational needs, including coverage for absent team members.
- Assist supervisors with tracking, reporting, and process improvement initiatives.
Education/Experience Required:
- High School Diploma or equivalent required.
- Associate degree preferred.
- One year of clerical and/or mailroom experience.
- Two years’ print experience preferred.
- Proficiency with Microsoft Word, Excel, and Adobe Acrobat.
- Strong organizational, time management, and multitasking abilities.
- Excellent attention to detail and accuracy.
- Effective verbal and written communication skills with a customer service focus.
- Ability to lift and move objects up to 50 lbs.
- Valid Michigan driver’s license and safe driving record.
Previous experience operating a forklift and ability to obtain a valid forklift operator license.
Physical Demands/Working Conditions:
- Fully onsite position in an office, mailroom, and print center environment.
- Regular standing, walking, bending, lifting, and carrying objects up to 50 lbs.
- Occasional exposure to warehouse or outdoor conditions during deliveries or offsite marketing events.
- May require overtime or adjusted hours to meet deadlines or support high-volume periods.