Mailroom Associate

Job Summary
The Mailroom Associate is a hands-on, physically demanding role responsible for executing high-volume mail production operations at Apex. This position is heavily focused on manual, repetitive, and sustained physical work, including loading industrial printers, operating folder/inserter equipment, staging and moving mail trays, and preparing large mailings for USPS submission.

While the role includes learning the technical backend of mail production (mail merges, postal documentation, equipment setup), the primary day-to-day responsibility is physical mail processing. This role requires the ability to stand for long periods, lift heavy materials, and work efficiently in a production-style environment while maintaining accuracy and compliance.

This position is critical to ensuring notices and checks are produced, inserted, and mailed accurately and on time to class members.

Core Physical Requirements (Essential Functions)

• Stand and work on your feet for extended periods (often several hours at a time)
• Repeatedly lift, move, and load heavy materials (paper cases, envelopes, mail trays, printer supplies)
• Load and unload high-capacity printers, folder/inserters, and related equipment multiple times per shift
• Push, pull, and transport mail bins, trays, and carts throughout the facility
• Perform repetitive manual tasks with consistency and attention to detail in a production environment

Duties
a) Mail Assets Inventory Management:

• Maintain and monitor inventory of all mail assets, including paper, envelopes, toner, and other necessary supplies.
• Order and restock supplies to ensure no interruption in mail processing operations.
• Conduct regular inventory audits and report discrepancies.

b) Creating Postal Statements:

• Prepare and generate resort postal statements accurately and timely.
• Ensure compliance with all postal regulations and guidelines.

c) Mail Pickup and Drop-off:

• Collect mail from the call service Mon-Fri.
• Drop off outgoing mail at the Bulk Mail Entry Unit (BMEU) as per schedule.

d) Mail Merging and Printing:

• Perform mail merging of Excel sheets with addresses, class member information, and when applicable the proper USPS IMB Standard presort information.
• Ensure accuracy in merging data with notices and checks.
• Validate and verify address information to minimize undeliverable mail.
• Print notices and checks.

e) Handling Returned and Undeliverable Mail:

• Manage the intake of returned or undeliverable mail.
• Update records and databases with corrected address information.
• Initiate reprints and reissues of notices and checks as necessary.

f) Maintenance of Mailroom Equipment:

• Ensure regular maintenance and proper functioning of printers, folders, and inserters.
• Troubleshoot and resolve any equipment issues promptly.
• Coordinate with service providers for repairs and maintenance as needed.

g) Reprinting Notices and Checks:

• Handle the process of reprinting notices and checks for reissue requests.
• Ensure accuracy and completeness in the reissued documents.

h) Mailroom Organization and Cleanliness:

• Keep the mailroom organized, clean, and free of clutter.
• Implement and maintain a systematic arrangement for efficient mail processing.

i) Compliance and Documentation:

• Ensure all mail processes comply with state and federal regulations.
• Maintain accurate records and documentation for all mail-related activities.

j) Continuous Improvement:

• Identify opportunities for improving mail processes and efficiencies.
• Implement best practices and innovative solutions to streamline mail operations.

Experience
- Previous experience in a mailroom is preferred.
- Familiarity with shipping and receiving processes is a plus.
- Experience operating forklifts or similar equipment is beneficial.
- Strong organizational skills with the ability to manage multiple tasks effectively.
- Physical capability to perform heavy lifting and stand for extended periods.

Requirements

• Standing and Walking: Ability to stand and walk for extended periods, often up to 8 hours a day, while managing mailroom tasks and equipment.
• Lifting and Carrying: Capability to lift, carry, and move packages, boxes, and mail trays weighing up to 50 pounds regularly throughout the workday.
• Strong organizational and time-management skills.
• Attention to detail and accuracy.
• Ability to troubleshoot and maintain mailroom equipment.
• Strong verbal and written communication skills
• MS Word (formatting/design)
• MS Excel (basic formulas and calculations)

This role demands strong abilities in multitasking and setting priorities, as you will manage various tasks at once. If you are a PROACTIVE individual with a keen eye for detail and a commitment to excellence, we encourage you to apply for this exciting opportunity as a Mailroom Clerk.