What are the responsibilities and job description for the Mail Clerk position at Vanderbilt University?
The Mail Clerk position will perform a variety of duties that relate to the processing and distribution of daily mail at Vanderbilt University.
Vanderbilt University Mail Services provides the Vanderbilt community with an efficient and economical mail system that ensures quick and accurate delivery for both incoming and outgoing mail and packages. We are a vital link between the campus and the rest of the world. Whether we are delivering a care package of cookies from parents to a new student away from home for the first time, or processing the mailing of brochures that will send a department’s message across the country, we are committed to providing the highest level of care and services.
Mail Sorting and Distribution:
- Receive, sort and distribute incoming mail and packages to various departments, faculty, students and staff.
- Ensure mail is sorted according to the recipient’s name, department, or other specified criteria. Mail should be sorted by 9am daily.
- Handle special deliveries, including registered, certified, and express mail.
- Determines proper disposition of undeliverable mail within the same day of receipt and processes accordingly.
Mail Dispatch:
- Collect outgoing mail from various departments and prepare it for dispatch.
- Weight and apply appropriate postage to outgoing mail and packages.
- Coordinate with external postal and courier services for timely dispatch.
Record Keeping:
- Maintain accurate records of incoming and outgoing mail, including tracking numbers, sender and recipient details and delivery dates.
- Handle any mail-related inquiries and resolve issues related to lost or misdirected mail.
Package Handling:
- Receive and log packages delivered to the University.
- Notify recipients of package arrivals and coordinate pick-up or delivery if needed.
- Ensure safe storage of packages until they are picked up by recipients.
Equipment Maintenance:
- Operate and maintain mailroom equipment, including postage meters, sorting machines and labeling machines.
- Report any equipment malfunctions and coordinate repairs or replacements as needed.
Customer Service:
- Assist students, faculty and staff with mail related inquires and provide excellent customer service.
- Offer guidance on mail and package sending procedures, including postage rates and packaging recommendations.
General Duties:
- Ensure the mailroom is kept clean, organized, and free from hazards.
- Adhere to university policies and procedures related to mail handling and distribution.
- Stay updated with postal regulations and changes that might affect university mail operations.
Qualifications
- This position requires a high school diploma or GED, and at least 1 year of experience in a postal environment.
- Valid TN driver’s license, and acceptable, clean, motor vehicle record (MVR). The motor vehicle check will evaluate the applicant’s driving history over a specified period as per Vanderbilt policy.
- Must be able to compute postage charges, shipping rates, and charges for other mail room services.
- Must have intermediate computer skills, have organizational skills and strong customer service skills.
- Physical ability to lift and carry packages weighing up to 50 lbs
- Ability to work independently and part of a team is required