Mail Clerk (Administrative Assistant I)
Colorado State University
Posting Details
Posting Detail Information
| Working Title | Mail Clerk (Administrative Assistant I) |
|---|---|
| Position Location | Fort Collins, CO 80523 |
| Does this position qualify for hybrid or remote work? | No |
| Classification Title | Admin Assistant I |
| Posting Number | 202200474P |
| Position Type | State Classified |
| Open Date | 09/16/2022 |
| Close Date | 10/03/2022 |
| Salary | $2,608 monthly + FULL BENEFIT OFFERINGS |
| Employee Benefits | Colorado State University (CSU) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas. https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-sc.pdf . |
| Full/Part Time | Full-time |
| State Classified Hourly | No |
| Overtime Eligible | |
| Description of Work Unit | This unit exists to provide effective mail communications throughout the University by timely distribution of US Mail and campus mailings; to provide addressing service to faculty and staff for official business mail; to serve the University as the designated primary contact point to the US Postal Service (USPS) by performing functions similar to a US Post Office. |
| Position Summary | This position exists to distribute USPS mail and intracampus mail to University departments in an accurate and timely manner, to prepare outgoing mail from University departments for the USPS by following USPS regulations, assist as needed in addressing services with campus mailing projects and work with the Shipping & Receiving department to ensure seamless transition of mail, packages and shredding between departments. |
| Minimum Qualifications | * One year general clerical experience which includes one year of hands-on experience in a high volume mailing, shipping, or packaging related industry Special Requirements/Other – must be willing to stand most of the day and be able and willing to exert up to 40 lbs. of force occasionally, and/or up-to 20 lbs. of force frequently, and/or a 10 lbs. of force constantly to move objects. |
| Substitutions | |
| Preferred Qualifications | The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position: * Demonstrated work experience with USPS, governmental agencies, or logistics providers. * Customer service and interpersonal skills. * Demonstrated work experience and knowledge of working within processes and regulations, such as Domestic or International shipping or the equivalent. * Strong attention to detail. * Work experience that includes operating and maintaining production equipment in a mail room or similar environment/field. * Verbal communication skills. * Work experience that includes sorting, bundling mail, packages, or picking and packaging products, and/or operating a delivery vehicle. * Desire and willingness to work as a contributing team member. * Demonstrated ability to work in a fast-paced environment and prioritize tasks. * Ability to demonstrate safe working habits (eg: operating machines, university vehicles, etc.) * Previous State Classified Experience |
Essential Job Duties
| Job Duty Category | Processing Mail for Delivery |
|---|---|
| Duty/Responsibility | * Receive inbound US Postal mail by unloading mail trays, parcels, and letters from mail cages. * Sort mail to over 200 different campus locations by placing the mail into the corresponding mail slots using the campus delivery code, then department name, and finally the plus 4 digit zip code from the address block as the key for sortation. * Track incoming mail (according to type of mail) for monthly totals. * Prepare mail for designated mail routes as needed by bundling mail by the department and arranging bundles by delivery location. |
| Percentage Of Time | 25% |
| Job Duty Category | Sorting Mail to be Processed |
|---|---|
| Duty/Responsibility | * Breakdown and sort all packages and mail received from campus for redistribution via intercampus mail or posting according to the following categories: express, registered, certified, insured, small parcel packages (UPS, Federal Express, DHL) or other service requirements, mail with postage already applied, mail that requires postage application and chargeback and transfers small parcel packages and shredding to Shipping & Receiving using the internal tracking software. * Identify off-campus mail and prepare misroute or forward mail according to USPS specifications. |
| Percentage Of Time | 10% |
| Job Duty Category | Metering Outgoing USPS Mail |
|---|---|
| Duty/Responsibility | * Prepare outgoing mail for USPS pickup by separating all mail by department and account number, selects mail classification (stamping/marking as required) in postage accounting system. * Use digital postage meter and/or computer accounting/mail management system and an electronic scale to determine the amount of postage needed and charges appropriate department account number in computer accounting/postage management system. * Review USPS Customs and Special Service forms prepared by sending department for accuracy and completeness by using USPS guidelines. * Prepare mailings/shipments according to client and USPS requirements and/or description and weighs international mail and completes the courier forms by following mailroom guidelines. * Communicate with university departments at times to ensure the most effective shipping method is utilized. * Educate clients on other USPS available options to save departments time and money. |
| Percentage Of Time | 45% |
| Job Duty Category | Mail Production |
|---|---|
| Duty/Responsibility | * Assist in the operation of all mail production equipment (electronic postage scales, computer accounting system, postage metering machines, banding machine, mail folding machine, mail inserting machine, inkjet addressing machines) to process outgoing USPS mail and intracampus mail, as assigned by immediate supervisor, while following departmental guidelines and procedures. |
| Percentage Of Time | 3% |
| Job Duty Category | Researching USPS Guidelines |
|---|---|
| Duty/Responsibility | * Use and retain working knowledge of university mail policies and USPS regulations and guidelines to process all classifications of mail by using the Mail Services Policies & Procedures, Domestic Mail Manual, the International Mail Manual, managerial verbal and written instructions, University policies and rules, Federal and State laws and codes. * Provide information to walk-in customers and telephone customers by using working knowledge and the same written resources mentioned above. * Perform other material handling and administrative duties as assigned by supervisors to assist the campus community and department as a whole. |
| Percentage Of Time | 10% |
| Job Duty Category | Assisting Mail Services Team Lead |
|---|---|
| Duty/Responsibility | * Assist Mail Services Team Lead (Materials Handler II) in processing daily Business Reply and Accountable Mail verifying that all charges are correct and then applying the charges to the appropriate University department using the department’s Business Manager Software program. * Process requests for stamp order from University Departments. * Prepare orders to be delivered and then using the departments Accounting Software to bill back charges to the appropriate department. * Monitor account balances for presort and local USPS to ensure balances remain a prescribed amount. * Notify Administration that additional funds are necessary. * Prepare end of the month documents to inform Administration of production totals. * Maintain excel spreadsheets to reflect changes in USPS or contract pricing and monthly totals. * Update and maintain training manuals as needed. |
| Percentage Of Time | 4% |
| Job Duty Category | Backup for Driver Position |
|---|---|
| Duty/Responsibility | * Remain well versed and serve as backup delivery staff as needed. * Deliver and pick up mail, packages, and/or shredding for university departments. * Prepare mail for designated mail routes by bundling mail by department, arranging bundles by delivery location, load, and driving delivery vehicles to accomplish delivery and pickup to the designated delivery points in route sequence, according to the established time schedule. * Responsible for loading and unloading mail from the vehicle by moving packages, boxes, mail trays, tubs, or other containers from the vehicle to the mail drops using hand trucks or carrying the mail. * Empty mail tubs or containers at the maildrop and picks up all intercampus, outgoing regular and accountable mail, parcels, or overnight items and returns the items to the Mail Service Department for processing. * Responsible for awareness and compliance with all University, State, and Federal policies, rules, and regulations regarding parking, vehicle operation, health, and safety while performing the assigned job duties. |
| Percentage Of Time | 3% |
Application Details
| Special Instructions to Applicants | APPLICATION INSTRUCTIONS AND INFORMATION * Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information. * Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent. * The Work Experience is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements. INCOMPLETE APPLICATIONS * If an Application is considered “Incomplete”, the Application will be removed from consideration for the position. * An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application. * An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application. * Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete. RESUMES When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening. * Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials. Please see the Required Documents section of the posting. NOTES Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason. * The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense. * All status updates for this position will be sent via email from [email protected], OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications. * Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu Equity, Diversity, and Inclusion at Colorado State University The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at [email protected] or call (970) 491- MyHR(6947). DEPARTMENT CONTACT INFORMATION * Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions. * All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947). |
|---|---|
| Conditions of Employment | Pre-employment Criminal Background Check (required for new hires), Pre-employment Physical – must successfully pass WorkSteps physical, Valid Driver’s License – Regular, Special Requirements/Other – Bicycle Friendly Driver Certification within 90 days of employment (training provided by department). HIPAA training within 30 days of employment., Shift Work – Holiday work as necessary to maintain business continuity. |
| EEO Statement |
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services. The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407. The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836. |
| Background Check Policy Statement |
Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so. |
| Employment and Appeal Rights |
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. |
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