Mailroom Manager jobs in Tacoma, WA

Tommy Nobis Center Mission: Empowering People Through Employment

Vision: Tommy Nobis Center envisions supportive communities where people with disabilities are afforded the opportunity to work.

Tommy Nobis Center is a Veteran Friendly Employer

Position Summary:

Under the supervision of the Nobis Enterprises Program Manager, and the project contract supervisor, the Nobis Supervisor provides leadership and direction to employees while working alongside the team for administrative support services and mailroom services for the GSA offices in Tacoma, WA. This position will be responsible for all or some of the following essential job functions and responsibilities based on the individual contract office needs.

Essential Job Functions and Responsibilities:

• This position will ensure that customer issues are addressed and the management, direction, planning, training and other functions necessary for an effective mail and distribution service operation are performed based on the statement of work.
• Act as a liaison to the designated COR on a daily basis.
• Responsible for coordination of time sheets, accident/injury reports, leave requests, and other reports as required by Nobis Enterprises’ policy.
• Attend all Nobis Enterprises functions and supervisor training and meetings.
• Supervisor will be available during operation hours and will ensure that the facility is staffed daily as required.
• The Supervisor will ensure that security procedures are constantly practiced.
• The Nobis Supervisor will ensure that surveys and logs are completed on a daily and quarterly basis.
• Other duties as assigned.

General Administrative Support/Mail Management

• Receive telephone calls and/or visitors and refer them to the appropriate person or office. Answer telephone, correctly route callers, and take messages or forward to voice mail as appropriate.
• Receive, sort, distribute, store, track and receipt notification for all incoming and outgoing mail and packages which includes standard mail through the USPS as well as express mail (DHL, FedEx, UPS, Etc.).
• Responsible to maintain postal machines and supply inventory.
• Record/process incoming mail, package, letter, or special handling mail within ½ hour of arrival.
• Process interoffice mail and regular postage mail on the same day or next scheduled mail run.
• Organize and schedule meeting.
• Check and enter data.
• Keep mobile office area organized and functioning properly.
• Maintain filing systems.
• Assist Agency staff with managing records and reference materials IAW Agency File Plan.
• Retrieve files from the FRC/NARA per FSA employees request, tracking and sending them back when required.
• Liaison between Agency employees, Records Manager and NARA/FRC.

Supply Management & Distribution

• Track (accurately) supply inventory and usage.
• Inform agency personnel when quantities need replenishing or new supplies ordered.
• Use agency systems to find, gather and create shopping carts for agency personnel to purchase needed supplies.
• Inventory and maintain at acceptable levels ensuring availability to restock supply points.
• Check daily each supply point and supply levels are filled/maintained accordingly.

Government Owned Vehicles (GOV) Management / Motor Pool Maintenance

• Manage the reservations and coordinate the maintenance/repairs for federally owned vehicles used by agency staff for site visits and other local travel.
• Must be able to perform daily administration task, including reservation system data input and assist agency personnel in the management of vehicles.
• Conduct weekly internal checks of GOVs to remove trash
• Use sanitation wipes to wipe down high touch areas (Steering wheel, control knobs, gear shift, etc)

Multifunctional Device (MFD) Management

• Daily checks of each MFD to replenish and load paper
• Change toner cartridges as needed
• Conduct basic troubleshooting of devises
• Contact local IT or vendor directly for advanced troubleshooting, maintenance or repairs
• Assist GSA employees with printing issues to resolution

Meeting Room Set Up/Coordination Responsibility

• Must be able to configure, monitor, maintain, supply and work with agency personnel to ensure space is set up to meet agency needs.
• Set up of larger/small rooms for events and meetings as well as daily upkeep of all rooms and mobile workstations not assigned to agency employees.
• Must be able to interpret requested layout, move furniture and chairs in their designated arrangement at least 30 minutes prior to stated start time.
• Must be flexible with last minute changes to configuration and number of attendees.
• Perform walkthroughs of all conference rooms minimum once daily (AM & after 4:30 PM PT)
• Ensure room is tidy and ready for the day
• Coordinate with the agency and manage and coordinate room reservation.

Locker and Storage Space Management

• Assign lockers or rolling 2 drawer storage bins to mobile workstation personnel.
• Maintain spreadsheet and inventory of all lockers and rolling 2 drawer storage bins.

Shred Bin Management

• Coordinate with local shredding service vendor to provide agency needs.

Qualifications:

• All personnel performing under this contract comply with agency and Department of Homeland Security policies and controls.
• Mission driven, guided by core values and a pleasure to work with.
• Must be able to obtain government security clearance prior to reporting to work.
• Must possess a valid state issued driver’s license.
• Must obey all Motor Vehicle traffic laws of state and local jurisdiction and Agency Motor Vehicle Fleet Policy.
• Must be able to lift and move up to 50 lbs.
• Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Must possess cooperative, welcoming business-like demeanor, and a positive attitude at all times.
• Must be able to fluently communicate and write in English.
• Must present a neat appearance.
• Eligibility to work in the United States.

Education:

• College Degree or equivalent work experience.

Prior Experience Desirable:

• Five or more years of experience in an office/mailroom and/or inventory control setting.
• Vehicle fleet management experience.

Special Skills/Abilities:

Other Qualifications or Requirements:

Declaration:

This job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee. They may be subject to change per the Statement of Work (SOW) of the project contact at any time.

Work Environment:

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Tommy Nobis Center is an Equal Opportunity Employer, Drugs Don’t Work worksite and a participant in

e-Verify.

Experience and Skills:

Qualifications:

• All personnel performing under this contract comply with agency and Department of Homeland Security policies and controls.
• Mission driven, guided by core values and a pleasure to work with.
• Must be able to obtain government security clearance prior to reporting to work.
• Must possess a valid state issued driver’s license.
• Must obey all Motor Vehicle traffic laws of state and local jurisdiction and Agency Motor Vehicle Fleet Policy.
• Must be able to lift and move up to 50 lbs.
• Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Must possess cooperative, welcoming business-like demeanor, and a positive attitude at all times.
• Must be able to fluently communicate and write in English.
• Must present a neat appearance.
• Eligibility to work in the United States.

Education:

• College Degree or equivalent work experience.

Prior Experience Desirable:

• Five or more years of experience in an office/mailroom and/or inventory control setting.
• Vehicle fleet management experience.

Nobis Enterprises offers a full package of benefits; some of which include:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• 403(b) Retirement Plan with matching
• Vacation
• Sick Pay
• Government holidays – 11 days paid holidays
• Life and AD&D
• Short Term Disability (STD)
• EAP