Mailroom Associate

Description

OBJECTIVE

As a Purchasing/Mailroom Services Support Specialist, you will be supporting the company-wide functions of the Purchasing Department!  This role performs a variety of tasks to assist employees across the organization, including mail distribution, copy requisitions, supply requisitions, and equipment maintenance.

WORKING HOURS

• Monday-Friday 8:30am-5:00pm.
• On-site presence, five days a week.
• Must live within a commutable distance to Moon Township, PA

MINIMUM QUALIFICATIONS

• High School diploma or equivalent required
• One to three years of similar or transferrable experience
• Purchasing knowledge/experience preferred; knowledge of Credit Union services
• Displays knowledge in handling and resolving equipment issues
• Excellent time management and organizational skills; detail-oriented
• Adaptable to change
• Ability to maintain accuracy while handling multiple duties
• Familiar with Microsoft Office products
• Demonstrates general knowledge of or willingness to learn how AI tools are being used in a responsible way to improve results, adapt workflows, and support a culture of innovation 
• Ability to work with limited supervision; a self-starter
• Ability to handle sensitive and confidential information
• Strong written and verbal communication skills, both in person and over the telephone

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Pick up incoming mail from the post office (sign for overnight priority, registered, and certified mail).
• Sort, slice, open, and distribute mail to appropriate departments/personnel in a timely basis. Scan all mail daily to employees who requested it to be sent to them via email.
• Assist remote departments with outgoing mail (printing, folding, stuffing).
• Assist departments with their in-office administration work (Finding and sending materials for Marketing, troubleshoot copiers before a service call is placed).
• Accept daily deliveries at the loading dock; deliver items to appropriate departments/personnel in a timely manner; log appropriate items.
• Collect outbound mail from designated departments; prepare mail in the appropriate manner to be picked up by afternoon mail service.
• Collect outbound overnight FedEx items; process on FedEx shipping manager program.
• Process any departmental copy requisitions in a timely manner.
• Fill and deliver or package all requisitions from the purchasing software (PAAG) to the appropriate location.
• Order new hire supplies based on information submitted on the employee order form (business cards, stamps, and nameplates).  Prepare new hire shirts and bags ready to be sent to all new employees.
• Prepare all postal reimbursements.
• Review and approve electronic orders from departments and Financial Center locations.
• Update and maintain purchasing (PAAG), WB Mason, inventory software programs.
• Conduct departmental/financial center training on PAAG and WB Mason internet site with designated supply liaisons.
• Update and maintain vendor templates for electronic ordering.
• Confer with vendors to obtain product or service information, such as price, availability and delivery.
• Maintain and control Credit Union’s cost for supplies; review alternative sources of supply.
• Perform clerical/operational duties as needed (preparing membership kits, writing vendor letters, filing department invoices/correspondences).
• Coordinate service calls on purchasing-maintained equipment.
• Verify quantity and quality of stock received from various manufacturers and authorize return shipments.
• Maintain inventory levels in supply room and off-site location; order replenishment supplies weekly from offsite location, WB Mason, and others as deemed necessary.
• Maintain organization in the supply area.
• Assist with yearly duties, including conducting inventory.
• Assist Manager with entering daily invoices in the PAAG system.
• Assist Manager with branch openings and mergers.
• Provide administrative support; follow up on emails sent by the Purchasing Department or other departments; answer departmental phone calls.
• Communicate important department details to staff (verbally or written).
• Monitor the progress of department projects to help ensure timely completion.
• Attend and assist with vendor, project and department meetings.
• Assist with achieving department objectives set forth by management.
• Complete job assignments and any other duties assigned or deemed necessary by management.
• Adhere to Credit Union Values.
• Adhere to all organizational policies related to information security, privacy, fraud prevention, and regulatory compliance, including completion of required training and protection of confidential information 
• Attend required Credit union training/meetings.
• Complete volunteer time.
• Ability to lift 40 lbs.
• Support Clearview’s Commitment to fostering a workplace where every individual feels welcomed, valued, and supported. Embrace and celebrate the unique differences of others, treat all people with fairness and respect, and contribute to an inclusive experience where everyone is encouraged to grow and pursue opportunities that lead to a better life. Understand and champion the belief that a diverse and inclusive workplace is essential to Clearview’s vision and success

Clearview is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, national origin, ancestry, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity and/or expression, age, disability, genetic information, familial status, military status, or any other characteristic protected by applicable federal, state, or local law. This commitment applies to all employment practices, including recruitment, hiring, promotion, compensation, benefits, training, and termination. We provide reasonable accommodations as required by law.