File and Mail Clerk

Location

Port Washington, NY

Description

This position is a temporary position, Monday - Friday 8:30am - 3:00pm. 

GENERAL STATEMENT OF DUTIES:

As a file clerk you will play a key role in providing clerical support for our Human Resources and Finance team. Additionally, you will be cross-trained for mailing; the mail clerk position maintains the proper distribution and processing of incoming and outgoing mail and proper stock of mailing supplies.

As a member of our clerical team you will have day to day contact with all departments. Through these activities you will gain unique experiences that foster career growth and development.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provide office support services in order to ensure efficiency and effectiveness within the Office

 File Clerk

  • Add new material to file records, and create new records as necessary.
  • File confidential forms (i.e termination reports, I-9, EEO, etc.)
  • Answer questions about records and files.
  • Assign and record or stamp identification numbers or codes in order to index materials for filing.
  • Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements.
  • Find and retrieve information from files in response to requests from authorized users.
  • Modify and improve filing systems, or implement new filing systems.
  • Perform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.
  • Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
  • Scan or read incoming materials in order to determine how and where they should be classified or filed.
  • Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
  • Track materials removed from files in order to ensure that borrowed files are returned
  • Perform a quarterly check with the Payroll team
  • Perform general office duties such as typing, operating office machines, and sorting mail

Other duties may be assigned.

Requirements

Mail Clerk

  • Operate mail service equipment: postage, complex inserts, sorters, bar coders, and fax machines.
  • Serve as liaison for mail service and other departments.
  • Deliver supplies needed for mailing projects.
  • Clean and adjust machines daily.
  • Track and maintain records and logs of mailing.
  • Sort, distribute and collect U.S. Mail, USPS and FedEx mail.
  • Inventory mailing supplies.
  • Provide necessary mailing materials to HR for approval to be ordered.

 QUALIFICATIONS, KNOWLEDGE, AND SKILLS:

  • Must have excellent organizational, communication, and project management skills
  •  Must be able to handle information in a confidential manner
  • Must be able to read, write, and speak English language and be understood
  • Must be proficient and accurate in the use of computer software programs and accessing information from the company computer system
  • Must be able to photocopy, fax, and use the postage machine
  • Must be able to interact diplomatically with people both in person and on the telephone.)

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