Job Description

Job Description

Job Description

Salary: $19.24/hour

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Centers 21-acre Honolulu campus, adjacent to the University of Hawaii at Mnoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our team is seeking an on-site Mail Clerk to coordinate the East-West Centers mail services which processes incoming and outgoing mail and provides guidance to other segments of the EWC about mail-related issues. The incumbent will provide a high level of customer service and guest assistance; communicate and enforce all policies and procedures; and field emergencies or crisis situations to proper offices as needed.

MAJOR DUTIES:

• Coordinates with the US Postal Service to implement the latest postal guidelines for each individual country and for US domestic mail.
• Provides EWC staff with information on options, rules and costs of alternative shipping methods to domestic and foreign destinations. Works closely with EWC staff who prepare non-profit and special mass mailings using EWC non-profit mail permits. Involves conveying information about permit mailing policies, referring them to USPS personnel or publications, and ensuring delivery to the proper post office.
• Maintains supply of required forms, and packaging material, e.g., domestic priority mail, global priority mail, domestic express mail, international express mail, customs declaration forms, certified mail, registered mail.
• Schedules coverage for mail services activities during the six-day work week, including: pickup incoming mail from postal office, preparing for daily US postal service pickups; daily pickups and deliveries of UH and state of Hawaii mail; daily deliveries to three residence halls; daily deliveries and pickups from EWC offices and programs in all EWC buildings.
• Coordinates the sorting, routing and/or forwarding of incoming EWC business mail for units/programs/offices dispersed among several EWC buildings. Inspects, analyzes, and redirects generic mail (not addressed to person or specific office) to appropriate parties, often requiring examining contents.
• Coordinates the sorting, delivery, routing, redirecting, and forwarding of personal mail for residents. Services 500 residence hall mailboxes.
• Manages database for current and previous mail recipients. Including maintaining large files of forwarding information for several thousand EWC connected people, units, offices. Also maintains proper fiscal controls of mail funds and charges to EWC accounts.
• Maintains accountability process to preserve security of restricted delivery and special handling items requiring signatures and releases by recipients.
• Establishes relationships with postal equipment vendors to keep abreast of new mail handling techniques, methods, and procedures. Loads software updates to Pitney Bowes mail metering equipment, maintains required supplies for the equipment.
• Responsible for the Centers Pitney Bowes electronic mailing system and all peripherals. As system administrator, controls user access codes, system pre-sets, establishing and maintaining regular and special reports, loads software updates to system as required. Creates internal forms and statistical reports. Troubleshoots system using diagnostic controls and contacts vendor to resolve problems. Schedules service calls as well as regular maintenance appointments.
• Responsible for all photocopiers at EWC including usage and supplies. Ensures that equipment is properly maintained. Works with vendor to resolve equipment and billing problems.
• Responsible for maintenance of magnetic copy card system which provides users with access to the photocopiers.
• Works with Facilities Management to maintain and upkeep EWC mail vehicle.
• Serves as a work leader for contract student assistant employees. Assigns tasks, ensures quality control and provides continuous training.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

SUPERVISION: Thisposition works under the general supervision of the Mail Services Coordinator. The incumbent independently plans and executes daily tasks, referring only very unusual situations to the supervisor, and is expected to exercise initiative and demonstrate mature independent judgement in performance of duties.

REQUIRED QUALIFICATIONS: Education & Experience A combination of post high school education and directly related experience which demonstrates the ability to perform the duties of this position.

Communication Strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Demonstrated Ability - To acquire and maintain knowledge of various policies and procedures; to take initiative and work cooperatively in following through on assignments; to organize time, tasks, and materials efficiently; excellent verbal and written communication, ability to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under pressure of deadlines; to maintain accurate files and records; to appropriately handle confidential material; to make arithmetic computations and record figures accurately; to apply good judgment; and accept responsibility.

Physical Requirements The position frequently travels throughout the campus to receive and deliver packages. Daily movements include sitting; standing; reaching, bending, and grasping; walking about the properties; climbing stairs or ladders; as well as crouching and kneeling. The incumbent must be able to use their hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak, and understand speech at normal levels and on the telephone. The employee must occasionally lift, move, and/or transport objects and equipment that could weigh up to 50 pounds.

Driving Possesses a valid drivers license and clean traffic abstract.

Knowledge - Of routine office and record keeping procedures; correct English grammar, punctuation, spelling, and word usage; office machines and equipment; and of multiple computer systems including Microsoft 365 (Outlook, Teams, Word, Excel, Calendar, Etc.), Adobe Sign and Pitney Bowes SendSuite Package Tracking.

Work Schedule While a standard work week is from Monday through Friday (sans established EWC holidays), the position may be required to work weekends, holidays, or extended evening/morning hours to fulfill mail service needs.

Work Environment The position performs tasks indoors and outdoors. Reasonable accommodation may be considered to enable individuals with disabilities to perform the essential functions.

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

Competitive Salary and Benefits - The annual salary for this position starts at $19.24 per hour with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

Career Growth Opportunities - We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

Supportive Work Environment - We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY: If you're interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you both in terms of what they do and dont say can make a difference in whether youll be hired. So, its extremely important that you choose wisely when deciding who to use as a reference.

The East-West Center isa premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.

Job Tags

Hourly pay, Holiday work, Full time, Contract work, Immediate start, Outdoor, Weekend work, Day shift, Afternoon shift, Monday to Friday,

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