Mailroom Clerk

Job Description

Description:

Position Title: Mailroom Clerk

Reports to: Operations Manager

Location: Chicago, IL

Employment Status: Full-Time

Work Schedule: Monday-Friday, 8:00am-4:00pm

FLSA Status: Non-Exempt

Position Summary: Aldevra LLC is currently seeking a qualified Mailroom Clerk to support the Department of Justice (DOJ) in Chicago, IL.

This position is contingent upon contract award.

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

Supply/Equipment Room:

Maintains stockroom of expendable supplies/forms.

Submits requests for reordering supplies/forms.

Rotates stock with the arrival of each new shipment.

Receives deliveries of supplies and sign for materials.

Assists in unloading material and transporting it to the supply room.

Ensures that delivery conforms to the order, reports any discrepancies, and then processes receiving documents to Purchasing Official.

Processes requests for supplies from Office employees in a timely manner.

Receives, inspects, and stores furniture and equipment. Ensures the delivery conforms to the order.

Reports any damaged items and then processes receiving documents to the Purchasing Official.

Signing out and delivering equipment, such as trial carts, media devices, easels, etc.

Moving filing cabinets, office furniture, boxes, charts, and case files to the appropriate holding areas or to the Federal Records Center.

Transporting equipment, supplies, files, etc. between the Chicago Office and Rockford field office.

Mailroom:

Completes scheduled mail pickups and deliveries daily.

Responsible for metering all outgoing mail upon receipt in the mail room.

Upon receipt, sorts, and routes mail by determining subject matter and organizational designation. Subject matter is often not clearly identifiable.

Conversant on and operates automated mail inserter/folder and sealer.

Performs related duties such as wrapping and bundling of outgoing mail. Maintains up-to-date directories by name, room, telephone number, organization and forwarding address. Aids office employees in rush matters regarding mail and supplies.

Processes all incoming and outgoing commercially contracted mail upon receipt and places all commercial mail in the pick-up box located in the building lobby by close of business each day.

Prepares, processes and files the appropriate logs for all checks received in the mail room. All checks received must be processed out of the mail room by the close of the business day.

Processes all incoming hand deliveries upon receipt in the mail room.

Processes all outgoing hand deliveries upon receipt in the mail room. Uses appropriate messenger service.

Pays close attention to special instruction on the hand delivery form to ensure all special requirements are met.

Completes and processes required hand delivery logs. Conducts local hand deliveries to external customers when needed.

Ensures that no incoming or outgoing hand delivery items are left in the mail room overnight.

Copy Room:

Setup, operate and adjust office copiers to produce single and multiple page documents.

Reviews incoming copying requests to determine priority, and method of reproduction. Requests frequently involve sensitive materials, such as grand jury records, case documents, and press releases, which must be handled carefully to preserve the security and confidentiality of the material.

Performs routine maintenance on all office shredders daily, by ensuring all oil reservoirs are full and remove/replace shred bags.

Operates binding equipment.

Diagnoses copier/shredder/binding equipment malfunctions and operation problems and performs corrective adjustments or makes service calls as necessary.

Conference Rooms:

Setup conference rooms in a timely manner following the daily schedule.

Arrange/Setup all necessary equipment to be operational, such as table set-up, arrange seating, set-up easels with pads & markers.

Ensures conference rooms are cleaned at the end of the day.

Reception:

Greet Office visitors.

Answer phones.

Issue Visitor ID badges.

Schedule Conference Rooms.

Maintain Office (Government) Vehicles:

Drive vehicles for scheduled maintenance

Oversee cleanliness of vehicles

Maintain vehicle schedules (Issue/Receive keys and logs to/from users)

Perform miscellaneous work assignments as required, including but not limited to:

Must be able to lift a maximum of 70 pounds and carry up to 35 pounds. Most items weigh between 15-20

pounds and are lifted intermittently on a frequent basis.

Conducts escorts of visitors, contractors, and others as needed to support delivery and installation of equipment supplies and services.

Ensures all work assignments are completed in a timely manner and if a problem arises, brings the situation to the immediate attention of the DOJ supervisor.

There is frequent walking, bending, lifting of heavy boxes, and moving of equipment and furniture.

Contacts are with other members of the USAO, other federal agencies, the U.S. Courts, the public, vendors, delivery personnel and contractors.

Provide timely and correct information, feedback, opinions, suggestions and recommendations on various administrative matter directly affecting the position.

Other duties as assigned.

About Us

Aldevra was formed in 2009 by current President & CEO Rodney Marshall. Mr. Marshall is a U.S. Marine Corps veteran and minority entrepreneur. Over the last decade, Aldevra has successfully performed federal and state government contracts for multiple agencies throughout the U.S. and overseas. Recent awards include:

2022 Michigan 50 Companies to Watch

Great Place to Work Certified™ 2020-2023

2024 Military Friendly® Employer (including Spouse), Brand, Supplier Diversity Program, and Company

2020 SBA Region 5 Small Business Prime Contractor of the Year

Army Partnership for Youth Success (PaYS) Partner #911

2018, 2019, 2020 Inc. 5000 list of fastest-growing privately owned businesses in the U.S.

2020, 2021, and 2023 HIRE Vets Medallion Award Recipient

2020 Vets100 list of fastest-growing veteran-owned businesses in the U.S.

2019 Vet50 list of fastest-growing veteran-owned businesses in the U.S.

2023 Vets Indexes 3 Star Employer

Michigan Veteran Friendly Employer (Silver Status)

Michigan Veteran Connector Certified

Military Spouse Employment Partnership (MSEP)

More information is available at aldevra.com.Requirements:

Security Requirements:

Obtain a government ID badge.

This position requires passing an extensive background check.

Qualifications:

Must possess a High School Diploma or GED.

Must have 3 years’ experience as an Administrative or Legal setting.

Must possess strong skills with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams) and Adobe Acrobat.

Ability to deliver highest quality work under pressure.

Must be resourceful, show initiative and skill to function in a demanding environment.

Capability to operate office technology, including but not limited to computers, fax machines, and copier machines, mail metering machine, folder/inserter machine, binding equipment.

Organizational skills and the ability to multi-task assignments.

Valid driver's license.

Excellent verbal communication skills and telephone manner.

Excellent and accurate written communication.

Excellent attention to detail; accurate data entry.

Customer Focused and team-oriented work ethic.

Able to multi-task efficiently and accurately, focusing on quality.

Veterans and Military Spouses are encouraged to apply.

We offer you a generous benefits package including:

Medical, Dental and Vision

Short Term and Long-Term Disability

Life Insurance

Paid Time Off

Employee 401(k) with company match

Professional Team Environment

Aldevra is an equal opportunity, E-Verify employer, drug free workplace, and complies with ADA regulations as applicable. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender identity, sexual orientation, disability status, protected veteran status, or any other characteristic protected by law.