Mailroom Control Clerk

About This Role

This role involves assisting with liaison activities between Facilities & Administrative Services and MAP’s Eligibility Information Services Unit, Community Based Organizations, or designated workgroups. The Mailroom Control Clerk will also provide clerical and operational support, assist in maintaining controls on requisitions and procurement of supplies, and serve as backup for other staff as needed.

Responsibilities

• Assist in the performance of liaison activities between Facilities & Administrative Services and MAP’s Eligibility Information Services Unit, Community Based Organizations or designated workgroups by obtaining and conveying information and feedback to facilitate coordination and cooperation
• Assist in work of ordinary difficulty and responsibility in facilities management and maintenance of mailroom and stockroom
• Assist in providing notification of office moves to elected officials and Community Based Organizations to ensure that the effect on clientele is mitigated
• Maintain liaison with the Office of Land Use Review regarding the official announcements of changes in location
• Notify 311, Human Resources Administration Info Line, and the MAP Helpline of changes in contact information or location to facilitate information dissemination to community groups regarding MAP services
• Provide clerical and operational support, type correspondence and reports from rough draft and compiled data
• Research and gather community materials, assemble community reports, maintain and retrieve community database information
• Complete forms and requisitions
• Assist in maintaining controls on the requisitions and procurement of supplies by keeping appropriate records and tracking forms
• Assist in maintaining the stocks of supplies at an appropriate level
• Maintain a variety of records, logs, and filing systems
• Sort and distribute mail, fax documents, photocopy, collate, and pack community information materials for dissemination/distribution to other program areas and community-based organizations, other interested groups or designated individuals
• Assist in the development of forms, worksheets, and record-keeping systems for the collection, dissemination, and maintenance of information for special projects such as facilities’ renovations and transfers
• Receive phone calls and inquiries and respond to all levels of staff and the general public providing authorized information and assistance whenever possible to provide with requested information or referral service
• May serve as back up to other Facilities & Administrative Services staff as required by workload, vacations, and sick leaves to provide continuity of service

Requirements

• Ability to understand and carry out simple instructions