Office Services Associate Ll

Summary

• The Office Services Associate II ensures that daily mailroom functions are completed efficiently and accurately using both manual and machine-assisted processes. Develop and streamline department controls, policies and functions to ensure efficient and accurate service are received by both employees and members. Covers Front Desk duties when needed and assists Facilities with administrative duties.

Duties & Responsibilities

• Process and distribute incoming and outgoing daily mail including Fed Ex, USPS, express mail, certified mail, courier, interoffice and general deliveries. Process outgoing Fed Ex packages for check requests, personal requests, and misc. items.

• Utilize and maintain office and mailroom equipment including: postage meter and scale, folder/sealer, opener and inserter. Schedule repairs and order supplies as needed.

• Process meeting request set-ups for the credit union's boardroom, training, and conference rooms. Ensure necessary supplies are available for these requests.

• Daily sort and process systematically all return mail.

• Reconcile and code department invoices. Provide monthly analysis and annual budget support.

• Order, stock and maintain the kitchens and break rooms as well as maintain necessary janitorial supplies, office forms and envelopes.

• Order and schedule pick-ups for off-site storage files.

• Monitor and report on vendor/contract performance (grounds, janitorial, etc.)

• Process Salesforce cases, batch check printing, and member mailings.

• Responsible for understanding costs within the department and ensuring proper postage fees are paid for mail handling. Update of monthly reports for mailroom, service requests, cost savings, etc.

• Provide support to branches and departments including mail/shipping, service, equipment, and office supplies.

• Greet members, vendors, couriers, job applicants and other visitors in a consistent, professional, and friendly manner adhering to proper security protocol and logging activity.

• Answer phone calls promptly and courteously and route to appropriate personnel.

• Ensure the headquarters lobby is constantly staffed during agreed business hours and maintained in a neat and orderly fashion.

• Coordinates meals for internal meetings.

• Perform various duties to assist other departments such as folding and mailing loan coupons, ordering business cards, ordering lunches, renewing notaries, special project requests, etc.

• Perform various duties to support Employee Treasures: selling stamps, tickets (movies, amusement parks), etc.

• Demonstrate behaviors that are consistent with the credit unions' values, philosophies, and leadership characteristics.

• Promote honest and open communication throughout the credit union.

• Perform other duties as assigned.

Requirements

Education and Experience Requirements:

• High school diploma or equivalent

• Two (2) years of front-line customer service experience in a corporate environment

• General comfort with web-based tools and office systems required.

• Required Knowledge, Skills and Abilities:

• Strong organizational and time management skills.

• Strong verbal and written communication skills.

• Detail oriented, analytical, PC proficiency in word processing, database applications and spreadsheet design.

• Must be able to manage multiple projects simultaneously.

• Ability to interact effectively with all levels of employees and management within the credit union and accomplish daily tasks.

• Knowledge of basic business and accounting practices.

• Working knowledge of various software systems and programs.

• Ability to maintain a high level of confidentiality.

• Must be able to be bonded.

Physical Requirements:

• In this position, individual will be expected to lift up to 30 pounds from time to time. Also must be able to stoop, bend, reach, stand or use a computer for extended periods of time.

Working Conditions:

• This position is expected to work in general office environment.