Shipping Receiving and Mail Assistant

REPORTS TO: Transportation Services and Grounds Supervisor

JOB SUMMARY:  Under the supervision of the Transportation Services and Grounds Supervisor, provide daily operations for incoming, outgoing, internal, mail and packages

MAJOR RESPONSIBILITIES:  

1.           Handle internal, domestic, and international mail.  Operate postage meter, meter mail. 

2.           Resolve issues of incorrect postage envelopes with the post office and with accounts receivable. 

3.           Guides new arrivals (Whitman and Education participants) for mail and package services at MBL and if needed, obtain forwarding addresses and information for departing scientists and students so mail can be forwarded. 

4.           Receive and deliver mail to and from the US Post Office and established MBL mail stops on a regularly scheduled basis. 

5.           Maintain current knowledge of the rules of US and international postal regulations which impact the proper and timely distribution of MBL mail. 

6.           Receive and document receipt of all incoming packages and freight utilizing software and handheld devices.  Deliver goods to MBL departments in a timely manner. 

7.           Prepare and document delivery of outgoing packages and freight.  Assist MBL personnel in the use of Ship Request software and the selection of carriers and preparation of manifests or other associated paperwork. 

8.           Store shipments safely and properly until delivery or shipment can be made with special attention to refrigerated/frozen shipments, hazardous, flammable, and corrosive materials. 

9.           Maintain supplies necessary for shipment and packing. 

10.        Ensure continued shipping, receiving, and mail room service in the absence of the Supervisor. 

11.        Drives shuttle buses as needed during peak summer activity to allow driver breaks, etc. 

12.        Utilize material handling equipment including forklift, pallet jacks and other equipment to move crates, packages, furniture, etc as needed.  

13.        Assists groundskeepers in some landscaping work infrequently. 

14.        Perform general cleaning of work spaces, grounds maintenance, snow removal, etc. 

15.        Serve as Category II Essential Personnel during non-snow emergencies.  Expected to be available to prepare for a storm, and take steps to restoring normal operations as soon as possible after an event, performing relief and clean-up duties. Member of MBL Storm and Snow Removal Team, taking directions from the Storm Manager. 

16.        Perform other duties as required and/or assigned. 

SKILLS REQUIRED:  Must be extremely accurate, precise, and detail oriented.  Have excellent verbal communication skills, basic math skills, reading skills, and interpersonal skills.  Knowledge of shipping carriers and the requirements of those carriers are very important.  Have or be able to obtain the proper certification for the shipping of hazardous materials as required by the DOT and any other state or federal regulation.  Skilled at operating a fork lift, hydraulic lift, hand truck, or cart for the delivery of freight.  Must be able to use and manipulate Windows-based computer applications.  The ability to work under pressure and deadlines is required.                    

EDUCATION/EXPERIENCE REQUIRED: High School education or equivalent.  Forklift certification required within 60 days of start date. Previous experience with shipping, receiving, carriers, and mail room procedures required.  Experience providing quality service to customers required.

OTHER REQUIREMENTS:  Post-offer, pre-employment physical examination and drug test required.  Worker must have and maintain a valid driver’s license with favorable driving record.  Will be called upon to work with other departments during inclement weather.

PHYSICAL REQUIREMENTS:  This position requires very heavy work (exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects).  Worker must be able to stand, walk, sit, climb, balance, stoop, kneel, crouch, reach, push, pull, use fingertips, grasp, talk, hear, taste/smell, perceive attributes of objects by touch, and perform repetitive motions.  Worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines; and using measurement devices.

ENVIROMENTAL CONDITIONS:  This position requires the ability to work inside, outside, in extreme cold, and in extreme heat.  Worker is subject to hazards such as proximity to moving mechanical parts, moving vehicles, and exposure to chemicals.  Worker is subject to atmospheric conditions such as fumes, odors, dusts, mists, gases, or poor ventilation