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Harvard University Staff Assistant II in Cambridge, Massachusetts

55426BRAuto req ID:55426BRJob Code:403020 Staff Assistant II Location:USA - MA - Cambridge Business Title:Staff IISub-Unit:Transportation Salary Grade ( :051Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications: High school graduate or equivalent with some administrative training and one to two years of related experience (customer service preferred). Must have excellent communication and interpersonal skills. Must be able to work as part of a team and be able to effectively interact with a wide variety of constituencies. Must have excellent customer service skills and experience working with the public. Must be able to perform duties with a high degree of speed, accuracy and attention to detail. Experience with mail handling, metering, and shipping and receiving preferred. Must be willing to work in multiple locations on the Allston and Cambridge Campuses.

Additional Qualifications and Skills: Technology Skills Required:

Must have strong computer skills including experience with spreadsheet and word processing software packages (Windows, Microsoft Word and Excel, FileMaker Pro preferred). Must be willing to supplement knowledge with training and development courses.

Special Requirements:

May be required to work alternate schedules during Mail Services’ peak seasons. May be required to be certified through USPS Mail Piece Design program.

Additional Information: Emergency Status Designation: Critical Operations Personnel

Department:Mail ServicesPre-Employment Screening:Criminal, DMV, Drug Testing, Education, Employment, IdentityJob Function:General Administration Job-Specific Responsibilities:

  • Knowledgeable of all Mail and Distribution Services’ policies and procedures. Can handle all forms of communication when handling customer inquiries. Must possess skills in and must be comfortable with dealing with the public and should know how and where to get answers when necessary.

  • Can perform one or more of the major work processes for Mail and Distribution Services including but not limited to: Sorting and metering of mail, receiving of parcels from USPS and other carriers, running satellite mail centers, mail count, data entry, delivery of mail and packages, tracking of charge back and billing information, Mail Services email responses and the student mail forwarding process.

  • Must be able to learn all Mail Services’ operating systems and develop a basic understanding of all processes in use at Mail Services.

  • Must have a working knowledge of mail equipment, such as ink jet printers, inserters and metering machines and ability to run jobs on these machines.

  • Works to prepare direct mail. Receives inventory, performs miscellaneous hand operations: labeling, folding and kitting.

  • Will be responsible for work with student and customer information, where confidentiality must be maintained.

  • Keeps informed of U.S. Postal and other carrier rates and regulations regarding mail piece design and shipping of mail and packages. Uses computer systems for shipping and receiving in place at HUMS including UPS online, FEDEX online, Pitney Bowes and WITS Tracking.

  • Performs other duties as required.

School/Unit:Campus Services EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Physical Requirements: Considerable reaching, bending, standing and walking required. Must be willing and able to perform physically demanding work outdoors in all weather conditions. Must be able to lift up to 70 lbs and team lift 150 lbs.

Job Summary: Performs a wide variety of moderately complex administrative duties and customer service functions essential to the successful operation of the Mail and Distribution Services’ unit. Exercises judgment in selecting and applying established procedures correctly, and determines when to refer problems to the supervisor. Will work closely with the Operations Manager, Mail Services Staff and Management Team to ensure the successful operation of Harvard University Mail and Distribution Services, through a commitment to the highest standards of customer service.