Mail Clerk

Below is the Job Description for your reference:

Position: CPMS Mail Clerk

Location: 200 Arlington Chelsea, MA 02150

Duration: 05-06+ months contract with possibility of extension 
Shift timing: Mon- Fri: 7 am- 3 pm (7.5 hrs/day)

Pay Rate: $22.21/hr on W2 

Required Skills:

• Massachusetts Class D driver's license
• Customer Services Skills
• Microsoft Office skills (beginner/advanced beginner)
• Ability to lift and push/pull 50 pounds

The initial assignment is for six months. There is a chance of conversion to a permanent position, but it would depend on the agency need funding availabilityding. Previous print shop experience is not required, as the department is prepared to provide training, but the candidate should be interested in a physical job that involves equipment operation.

Massachusetts Class D Driver’s License, as it would be required for the employee to convert to permanent. All team members are responsible for driving the department courier van to deliver orders on a rotating basis. 

Job Description:

The employee(s) will join CPMS. CPMS is a busy professional print and mail shop that completes jobs for MA state agencies and municipalities. CPMS operates multiple high-volume machines across two floors, including printers, inserters, and folders

The employee will be responsible for the operation of a mail inserter while performing accurate record keeping of all postal meter logs and production reports. (Currently, this task is handwritten. When a job is complete, the machine displays the count. The employee manually updates the log after every job. A stock log is also manually maintained.)

Responsibilities and duties include, but are not limited to:

• Prepare, post, and account for multiple types of deliverables that do not fit into the daily bulk mailing. 
• Typically, these are jobs that require special handling due to a unique size or shape. The employee may operate several types of machines i.e. different types of inserters.
• Ensure that daily, weekly, and monthly mailing deadlines are met. The print shop is a deadline-driven environment. All jobs have deadlines ex. CPMS might have 1-2 days to run a checks job.
• Process, distribute, and pick up mail for customer agencies in a timely and efficient manner. The employee will pick up bins of mail from the elevator, and then distribute it, or put it through the postage meter to mail it out.
• Operate mail-inserting machines, and perform preventative maintenance and corrective adjustments. Maintenance can include cleaning, filling with water, or cleaning with compressed air. The employee will keep the area neat, and alert the supervisor if supplies are needed (ex. bins or envelopes).
• Review and follow QA/QC procedures to deliver a high level of service to customers. All jobs have a cover sheet that lists the requirements ex. Simplex/duplex. CPMS seeks an employee with good comprehension of written job orders, who will complete jobs accurately, and ask questions if the requirements are not clear.
• Assist in maintaining the mailroom inventory of supplies, forms, and necessary equipment. Notify the supervisor if supplies are low.
• Should be able to assume clerical and operational responsibilities of Mailing Services group leader if the supervisor is unavailable. The employee will be able to manage their time, organize the incoming jobs, and make sure that work is completed. (Work is organized on tables, in different areas of the print shop. In the supervisor’s absence, the employee should take the initiative to check the tables for work.)
• Will understand and comply with all standards. Ex. The employee will receive special training for the Department of Revenue jobs, as they require a high level of security in processing, handling, and mailing.
• Demonstrate flexibility in accepting assignments and taking initiative when needed.

The job location is a machine room, with printing, inserting, and mailing equipment. Machines on two floors are in constant operation. The location is noisy, but OSD allows headphones, either noise canceling or music.
The job requires standing for most of the day, for hours at a time while operating equipment, but with multiple breaks during the day.

QUALIFICATIONS REQUIRED AT HIRE

• Ability to consistently complete tasks promptly.
• Demonstrated ability to uncover and report errors as well as correct them before distribution of output. Examples of errors would include page markings in the wrong place; too light to read; simplex/duplex doesn’t match specifications.
• Ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
• Employees should enjoy a fast-paced environment, be confident enough to ask questions to confirm print job specifications, and work well individually or in a team; the print shop has about 20 employees.
• Demonstrated competency in basic computer skills including proficiency in MS Office Suite (Excel and Word); a beginner/advanced beginner level is acceptable, if the employee is confident and comfortable using what they know. Also, the employee will need to read and process their email.
• For other computer skills related to print shop equipment, should have demonstrated ability to work with specialized or proprietary applications. Inserters have a computer attached, with Dworks software. The employee will receive training in the application but should be comfortable with computer navigation and other basics. Additional computer use is anticipated, as the department is transitioning to an online job management system that will track most work within the organization.
• Proven customer service skills, primarily on the telephone. Will help customers looking for the status of their job etc.
• Ability to lift and/or push/pull up to 50 lbs. (ex. Skids of envelopes, moving trays of filled envelopes after inserter is complete, pulling cart loaded with trays.)
• Due to security requirements of the Department of Revenue, the temporary employee will be fingerprinted by an organization selected by the supervisor and must be able to pass the screening.

DESIRED, BUT NOT REQUIRED:

• Experience in office work which included processing incoming and/or outgoing mail (for example, delivering, sorting, weighing, metering, etc.)
• Knowledge of methods and techniques used in machine operations, adjustments, and care, such as mail sorters, etc.