Common Services Assistant
Company: Brookdale Community College
Location: Lincroft
Posted on: April 25, 2024
Job Description:
Position Details
Position Information
Job Title
Common Services Assistant
Working Title
Common Services Assistant
Applicant Posting Category Dropdown
Professional Staff
Residency Requirement
NJ Residency
Department
Common Services-Administration
Location
Lincroft
Job Type
Full Time
Job Category
Support Staff/Represented
Pay Rate
$36,901
Grade/Rank
N2
Hours
37.5
Pay Basis
Annually
Position Summary
Support the Common Services Department through the expediting of
receiving, shipping materials and mail services. Compile, sort,
record, process, inventory and distribute all incoming and outgoing
materials and freight. Provide customer service to internal and
external customer. Performs related clerical tasks.
Description of Duties
Customer Service
- Provide phone and face to face customer service support to
internal and external customers. Respond inquiries, resolving
routine problems and questions. Refer calls and questions of a
complex nature to the supervisor.
- Help internal and external customers with various tasks
regarding mail services, shipping, and receiving.
Departmental Duties
- Keep supervisor informed of events or problems that affect
daily operations.
- Operate all Common Services vehicles and equipment including
electric and manual pallet jack in a safe manner. Inspect vehicles,
fork lift and pallet jack for safe operation before each
use.
- Follow department procedures for the handling of potentially
hazardous material and participate in safety training
classes.
- Demonstrate use of equipment to co-workers or answer questions
pertaining to department procedures.
- Maintain appropriate files and records utilizing Microsoft
office or other software as necessary.
- Maintain knowledge of college organization structure.
- Maintain a safe, clean and organized work area.
- Perform other clerical and department duties as assigned.
Specific Functions
Perform specific functions as assigned and scheduled by supervisor,
including but not limited to:
- Shipping and Receiving.
- Review and reconcile bills of lading for incoming merchandise,
inspects condition of merchandise received.
- Receive and process incoming and outgoing shipments.
- Inspect each order for proper quantity, product specifications,
and condition of goods upon arrival. Shipments must be packaged
properly and have a RMA # for return.
- Record the condition of the items in the shipment utilizing a
handheld scanner or by manually entering the data in Arrival and
Colleague software. The appropriate departments then receive the
data that has been collected. Any shipment discrepancies are
addressed by interacting with the purchasing department, shipper,
vendor, driver or Common Services Supervisor.
- Respond to requests for information, operating laws, college
rules and regulations pertaining to processing packages, freight or
mail.
- Goods such as perishables, rush orders, overnight and priority
courier items are logged, prioritized and delivered to the
appropriate destinations in a timely manner. All items must be
signed off by recipient and logged.
- Notify the Inventory Control staff of all items eligible for
inventory tagging.
- Notify vendors of damage or inaccuracies of shipment.
- Assist in unloading and storing of materials received.
- Receiving databases utilized such as Arrival, Colleague,
trouble reports, and department related spreadsheets are to be kept
current. Data is provided upon request. Stewardship practices for
the receiving area is demonstrated daily by maintaining a safe,
clean and organized work area.
Mail Services
- Collect and distribute on a regular schedule all internal
College Mail, USPS mail, Parcel Post, Air Freight, UPS, Air
Express, textbooks, and materials delivered by Common Carrier for
the College and extension sites in accordance of US Postal
Regulations. Determine the proper dispersal of mail, catalogues,
and other supplies or materials to appropriate departments in a
timely manner. Emphasis of the work is on the accurate and rapid
processing of the mail.
- Operate computer generated mail systems: i.e.; bulk mail, zip
code tagger, letter insertion machine, postage metering machines,
address labeling machine. Manipulate bulk mailing software programs
to determine class of mail and proper sort schemes to attain the
most economical postage rates for each mailing.
- Determine proper postage and rate comparison shipping cost for
the most economical rates. Affix postage, weigh envelopes and
parcels, calculate postage, sort, bundle and mark
accordingly.
- Maintain daily records of departmental postage use, enter
proper Postage charge backs for individual departments and generate
daily and weekly postage reports.
- Assign proper bar-codes to First Class Mail to meet all USPS
accuracy requirements and assign bar-codes to mail for best
possible sort scheme and postage rates for destination entry by zip
code.
- Make corrections to mailing addresses on list received from
various departments deleting extraneous information and adding
pertinent information.
- Act as a liaison between the college and the Post Office to
determine the latest changes in methods and procedures that affect
the college.
Delivery
- Deliver and pick up material to other sites on and off
campus.
- Travel to off campus locations is required as needed.
Minimum Qualifications
Education:
- High School graduation or an equivalent.
Experience:
- One year of directly related experience.
Knowledge/Skills/Abilities:
- Ability to perform simple mathematical calculations.
- Good communication, interpersonal and organizational skills are
necessary.
- Ability to input and retrieve data from a computer
system.
- Basic understanding of US Postal Service rules and regulations,
rates for processing US mail are necessary. Ability to learn and
apply office practices, procedures, policies, and regulations that
are essential to the position.
- Computer literacy skills at an intermediate level with the
demonstrated ability to utilize and apply Microsoft Office Suite as
well as specialized software programs and computer
applications.
- Forklift operations requires up to date certification.
- Valid N.J. driver's license.
Preferred Qualifications & Special Considerations
Knowledge of Monmouth County and its communities.
Must be able to continuously push, pull, and lift up to 70lbs with
the use of protective equipment or special tools. Also requires
bending, reaching, stooping, crouching or standing for long
periods. The demands of the job require good vision to perform
visual inspections of merchandise and equipment in question, as
well as strength and stamina due to the time spent standing and
moving the shipments which can have a considerable amount of
weight. Will spend limited amount of time working outdoors being
exposed to minor levels of discomfort from heat, cold, humidity and
moisture. Frequent traveling between buildings on campus and to
Brookdale regional locations.
Posting Detail Information
Requisition Number
S204P
Desired Start Date
Duration, If Temporary
Recommended Job Open Date
11/03/2023
Job Close Date
Open Until Filled
Yes
Special Instructions to Applicants
**A review of applications will be ongoing until the position is
filled. Submission
of application materials is preferred by November 17th, 2023 to
ensure full consideration.
Keywords: Brookdale Community College, New Brunswick , Common Services Assistant, Other , Lincroft, New Jersey
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