TBR | The College System of Tennessee

Title: Receptionist / Mail Room Clerk

Job Summary

This position serves as the first point of contact for the majority of general calls and members of the public entering the administration building. This role also serves as the mailroom facilitator for the college.

Job Duties

• 90% -
  • · Assume the responsibility of being a SciQuest Requestor for purchases in excess of $50 or more using a P.O.
  • Submit all standing P.O.s in July after SciQuest is open for new requests.
  • Print out P.O.s after they have been approved and supply the director with an Excel spreadsheet with the P.O. numbers.
  • · Assist with supply inventory to ensure the required supplies are available when needed
  • · Assist with sending and receiving faxes using MITEL NetSolutions (incoming faxes will show in your email)
  • · Cross-training to support other staff members with the mail distribution and posting, as well as bulk mail preparation
  • · Sort incoming mail into the various departmental mailboxes as it arrives
  • · Weigh, postmark, and bundle outgoing mail to be picked up by the Post Office
  • · Prepare bulk mail-outs to be cost-effective for the departments and the institution
  • · Calculate postage and prepare paperwork for bulk mail
  • · Regularly review Postal System procedures and regulations, to stay abreast of any procedural changes
  • · Staying abreast of any changes made to Jackson State policies that may affect the handling of the mail
  • · Maintain files containing receipts, account information, and records relating to the mail and printing services
  • · Transfer monthly account reports to the Business Office for departmental postage charges & corrections
  • · Maintain a current list of current JSCC employees, to aid in sorting the mail
  • · Being observant of the current postage balance on the mail meter: Ensure that a sufficient balance is maintained
  • · Managing all mailing supplies: Priority Mail envelopes/boxes, rubber bands, labels, multi-sized boxes, bulk mail forms, etc.
  • · Making periodic trips to the Post Office to carry bulk mail and acquire supplies for bulk mailings, or in some instances, deliver the outgoing mail
  • · Answering questions from the faculty and staff regarding mail services, and providing assistance with postage/packaging, as necessary.
  • · Help train and supervise student workers
  • · Greet and assist potential and current students, and visitors.
  • · Operate switchboard and answer calls made to the general phone number.
  • · Serve as liaison to and contact person for telephone communications vendor. - (Essential)
• 10% - Other duties as assigned - (Marginal)

Minimum Qualifications

Associate Degree

Preferred Qualifications

Bachelor's Degree

Knowledge, Skills, and Abilities

· Organized

· Creative

· Customer Service Oriented

· Interpersonal Communication

· Adaptability

· Critical Thinking

· Team Player

· Efficient Computer Skills: Microsoft: Work, Excel, and PowerPoint

· Mail: Knowledge of USPS Postal Regulations and Bulk Mail Processing Procedures

· Operating a mail machine, downloading funds, Organizing/Adding departmental accounts

· Database Management

· Willingness to Learn

Pay Rate: $26,178 - $31,414 (Annual salary depending on eligible experience which is defined by the current compensation plan.)

Open Until Filled: Yes; for best consideration, apply by: 11/13/2024

Special Instructions to Applicants:

To be considered for this position, you must submit an application. Prior applications will not be used to fill this vacancy.

A completed satisfactory background check will be required before hire.