Meaningful work * service oriented and respectful work environment * work-life balance * up to 2 days of telework after 90 days of employment for non supervisors - 1 day of telework for supervisors * generous leave * more holidays than the federal government, including Christmas week off * free parking as well as free transportation to/from Ballston metro * paid lunch breaks * professional development tuition assistance * tuition assistance for your children enrolled in our diocesan schools after 1 year of employment * generous benefits, including a pension plan * AND MORE...
POSITION SUMMARY: The Mailroom processes incoming and outgoing external and internal mail for the Central Administrative Offices (CAO), the Arlington Catholic Herald, and Catholic Charities; operates the Document Center; and coordinates central purchasing activities.
The Mailroom and Purchasing Assistant assists the Mailroom Supervisor in providing all key mailroom and purchasing services and serves as the CAO receptionist for daily breaks and all absences.
PRINCIPAL DUTIES:
- Maintains an inventory of basic office supplies for all offices.
- Coordinates regularly scheduled stocking of nine kitchens/break rooms with basic supplies and foodstuffs.
- Fulfills requests for purchase of office-specific supplies and copier paper.
- Prepares and submits payment requests for supply orders, shredding, and off-site storage; obtains required signatures; records monthly expenses.
- Oversees the pickup and secure disposal of all material that requires shredding.
- Maintains an adequate supply of paper for all multi-function copiers; ensures that all copiers are filled with paper at the beginning of each day; delivers cases of copy machine paper to offices as needed.
- Receives and sorts all incoming external mail as well as internally generated correspondence/mail for offices within the CAO and adjacent Diocesan facilities daily.
- Receives, sorts, and processes all outgoing external mail; operates the mail machine; determines the most cost-effective method of delivery; delivers outgoing mail to the local post office daily.
- Assists the Mailroom Supervisor with the monthly close-out process of the mail machine and the preparation of the monthly mail reports and files for the Office of Accounting.
- Assists the Mailroom Supervisor in ensuring that the copier, mail machine, and related equipment is properly maintained; performs simple maintenance when needed.
- In conjunction with the Mailroom Supervisor, ensures that the mail machine is adequately funded; ensures that funding requests are submitted to the Office of Accounting on a timely basis.
- Operates multifunction copier (Document Center) in fulfilling large volume copying/printing requests. Performs simple maintenance when needed.
- Operates letter folding machine in fulfilling large volume requests for the folding of letters.
- Orders and maintains an inventory of basic mailroom supplies (e.g. copy paper, envelopes, mailing pads) and automated equipment supplies (e.g. ink cartridges for mailing system and ink toner for copier) needed for the efficient functioning of the mailroom.
- Serves as the CAO receptionist for daily lunch and other breaks as well as planned and unplanned absences. Duties include:
- Receives, screens, and directs general incoming telephone calls made to the main phone line. Responds directly to routine inquiries.
- Greets and directs all CAO visitors; maintains office security by ensuring that only approved visitors are granted access to CAO offices; confirms that visitors are on approved list and notifies offices of approved visitors or seeks approval or guidance for those who are not; tracks all visitors; issues visitor badges for approved guests; and provides elevator access to approved visitors.
- Receives and signs for packages and other deliveries.
- Co-ordinates reservations for conference rooms.
- Ensures that the reception area is neat and presentable.
- Performs other duties as assigned.
RESPONSIBILITIES AND AUTHORITY:
- Supervision Received
- From Mailroom Supervisor for mail and purchasing related duties; from the Chief Operations Officer for receptionist related duties.
- Physical Demands/Working Environment
- While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 – 50 pounds
- Transport up to 120 pounds with hand truck
- Walk building-to-building routes in inclement weather
- Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read
- Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists
- Work performed in and out of the office setting. Office is well-lighted with low to moderate noise level.
QUALIFICATIONS:
- Knowledge/Skills:
- Basic level proficiency in Microsoft Word, Excel, and Outlook, including ability to use basic calendaring functions in Outlook
- Ability to use mail machine, copy machine and folding machine
- Strong interpersonal communication and customer service skills
- Good organizational skills with a strong attention to detail
- Ability to use computerized programs to process and keep records
- Ability to communicate clearly both verbally and in writing
- Education Required: High School diploma or equivalent.
- Years and Types of Experience: Two years’ experience in mailroom, purchasing or equivalent office experience
We thank all applicants in advance for their interest in working for the Catholic Diocese of Arlington, however, only those selected for an interview will be contacted.
