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Mailroom Specialist
The Mailroom Specialist is an entry-level position responsible for performing routine tasks related to sorting, processing, and distributing mail within a state government facility. The Mailroom Specialist plays a crucial role in ensuring that mail is delivered efficiently and accurately to various departments, employees, or other recipients. This position supports the overall operation of the mailroom and assists with mail handling procedures.
Class Code:
PAS11P
Job Grade:
SGS01
Special Job Requirements:
Typical Functions:
Sort and organize incoming and outgoing mail based on type (e.g., letters, packages, certified mail) and destination. Distribute incoming mail to the appropriate departments, staff members, or recipients promptly. Prepare outgoing mail for dispatch, including affixing postage and preparing packages for shipment. Operate and maintain mailroom equipment, such as postage meters, sorting machines, and envelope stuffers. Assist with the processing of bulk mailings, including labeling and packaging materials for mailing. Maintain accurate records of mail receipts and deliveries. Ensure that all mail is handled according to established procedures, including the proper classification and labeling of sensitive or confidential materials. Assist with the maintenance of inventory, ensuring that mailroom supplies (e.g., envelopes, stamps, labels) are adequately stocked. Provide customer service by addressing inquiries related to mail delivery and assisting other departments with mailing requests. Assist with other administrative tasks as needed, such as filing or document preparation.
Knowledge, Abilities, and Skills:
Basic knowledge of mailroom procedures, including sorting, labeling, and dispatching mail. Ability to operate and maintain standard mailroom equipment and machines. Attention to detail to ensure accurate sorting and delivery of mail. Ability to follow instructions and complete tasks promptly. Good organizational and time-management skills. Strong communication skills, both written and verbal, for interacting with staff and other departments. Ability to lift and move packages or mail, as required by the job. Ability to work in a fast-paced environment with accuracy and attention to detail. Ability to follow safety guidelines when handling mail, including lifting and moving packages. Basic computer skills for record-keeping and using mailroom software.
Minimum Qualifications:
Ability to read and write. Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee’s demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.
Required Certificates:
N/A OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.
Exempt:
N