Goverment Jobs
Published
May 23, 2019
Location
City Of Olympia, Washington
Category
Job Type

Description

Job

About the Position
Community Planning and Development (CP&D) is looking for a flexible, detail oriented and customer focused Mail Clerk to join our Support Services team and provide mail services to City of Olympia employees, citywide. This position provides mail pick-up and delivery services to City buildings, postage management, mail-outs, mail sorting, and other mail management services. This is a part-time position, 20 hours per week, 8:00 a.m. ? 12:00 p.m. Monday through Friday.

Ideal Candidate Profile

  • Exemplary customer service skills and ability to build good working relationships with a variety of individuals. This position has frequent, daily contacts with City staff in many Departments throughout the City, and with external organizations including the US Postal Service and Consolidated Mail Services (CMS).
  • Technologically adept ? skilled Microsoft Office user. Experience with Pitney-Bowes postage machine preferred, or ability to learn.
  • Attention to detail and ability to multi-task and switch gears with ease.
  • Not satisfied with the status quo; constantly seeks to improve processes and streamline procedures.
  • Team mentality - sees themselves as a part of a larger Support Services team whose members support one another.
  • Knowledge of, or the ability to, learn about various City Departments and programs in order to more efficiently manage Mail Services.

To Apply

  • Submit a resume and cover letter by attaching them to your electronic application.
  • The cover letter must be no more than two pages long and include specific examples of how you meet the Ideal Candidate Profile (above).
  • The deadline for application is 11:59 pm May 29, 2019.
  • Only electronic applications are accepted.

Contact Information
If you have questions or require additional information, contact Suki Bell-Sullivan, Finance and Policy Coordinator, at (360) 753-8331 or via email at [email protected]. Examples of Duties / Knowledge & Skills

The essential functions of this position include but are not limited to:

  • Responsible for pick-up and delivery of the City's mail.
  • Serve as the main point of contact City-wide for mail; answer telephone and email inquiries. Assist employees with mail questions and directing them to resources.
  • Manage the postage machine, including ensuring adequate funds are loaded to machine at all times.
  • Sort and meter mail.
  • Manage files and records.
  • Review Mail Services' accounts payable invoices and forward for payment.
  • Train other employees on backing up Mail Services tasks.
  • Document Mail Services processes and procedures and participate in LEAN process improvements.
  • Enter data on computer, edit computer records, and maintain database files.
  • Maintain basic accounting records, such as monitoring a budget line item.
  • Punctual, regular and reliable attendance is essential for successful job performance.
  • This position also serves as occasional back-up for night meeting support.
Minimum qualifications & Requirements

Knowledge/Skills/Abilities:

  • Knowledge of general office practices and procedures.
  • Knowledge of correct punctuation, spelling, grammar and word usage.
  • General knowledge of the procedures and services of the assigned work unit.
  • Ability to type with speed and accuracy.
  • Ability to operate word-processing equipment and/or a computer terminal.
  • Ability to perform basic arithmetical calculations.
  • Ability to alphabetize and file material with speed and accuracy.
  • Ability to operate a variety of office machines.
  • Ability to follow verbal and/or written instructions.
  • Ability to work independently from general instructions.
  • Ability to communicate in a clear/concise manner.
  • Ability to present a positive image of City services to the public.
  • Ability to concentrate and maintain attention to detailed information for prolonged periods of time.
  • Ability to work cooperatively with others as a member of a service oriented team.
  • Demonstrated punctual, regular and reliable attendance is required.

Experience/Education:

  • One year experience as Office Specialist I or equivalent required.

Special Requirements:

  • Valid Washington State Driver's License is required.
Supplemental information

Contacts:

  • Office Specialists II have daily contact with Department or Division staff for the purpose of information-sharing and gathering and coordination of work effort.
  • Frequent contacts with the general public are for the purpose of information-sharing and/or problem resolution.
  • Some contacts with the general public may be difficult and require the employee to explain the City's policies and procedures with tact, clarity, and professionalism.

Supervision:

  • None (May assist in the training of other, less experienced, employees).

Accountability:

  • Office Specialists II are accountable for the timely completion, accuracy, and quality of assigned tasks.

Working Conditions:

  • The Mail Clerk drives a City vehicle to various locations and picks up and delivers mail for approximately 1 hour per day. The rest of the time is indoors sorting, metering, picking up and delivering mail. Includes standing, sitting, driving, and lifting between 5-40 pounds on a regular basis.

The City of Olympia is an Equal Opportunity Employer, committed to a diverse workforce. Women, minorities, and people with disabilities are encouraged to apply.

An overview of the City of Olympia benefits can be viewed on our Employment Benefits webpage.

01
How many years of clerical administrative support experience do you have?

  • None
  • 1 - 3 years
  • 4 - 7 years
  • More than 7 years
02
How many years of customer service experience do you have?

  • None
  • 1 - 3 years
  • 4 - 7 years
  • More than 7 years
03
How many years of experience do you have delivering or working with paper mail?

  • None
  • 1 - 3 years
  • 4 - 7 years
  • More than 7 years
04
What is your level of proficiency in Microsoft Excel?

  • No experience
  • Novice
  • Proficient
  • Expert
05
What is your level of proficiency in Microsoft Outlook?

  • No experience
  • Novice
  • Proficient
  • Expert
06
What is your level of proficiency in Microsoft Word?

  • No experience
  • Novice
  • Proficient
  • Expert
07
What is your work style?

  • I feel uncomfortable when I have to figure things out on my own, I would rather go ask the boss for the answer
  • I prefer feedback on a daily basis on how I am doing my job with fairly constant check in from the boss
  • I prefer to get my assignment and have the boss leave me alone to do my job
08
What best describes your work speed?

  • Slow and steady wins the race
  • I adapt to the ups and downs of the work flow during the day
  • I have one speed and that is top speed
09
How do you feel about teams and working as part of a team?

  • If the team does poorly I look bad even if my work is good
  • I prefer to work apart from a group so I can showcase my skills
  • Teams allow for collaboration and I learn new things
  • I can be more anonymous as part of a team
10
My ability to handle multiple interruptions and competing demands can best be described as:

  • I like to work on projects uninterrupted until they are completed
  • I prefer staff/customers to e-mail me or leave a voicemail instead of interrupting my work
  • I am okay with a few interruptions throughout the day
  • I am accustomed to working in an environment with repeated interruptions and can switch to different tasks easily

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