About Us: United Way of Massachusetts Bay and Merrimack Valley is advancing the common good in our region by providing help today in ways that strengthen tomorrow. Our work ensures that children are ready to learn when they enter school, stay engaged in learning and graduate able to compete, and are nurtured by families that have the financial stability to support both their basic needs and future success. No other single organization has the scope, expertise and influence to bring together hundreds of human services agencies, government, businesses, private foundations and dedicated volunteers around a common vision of creating maximum impact and achieving long-lasting results. Why United Way? We all want to have the greatest possible impact on our community and the issues that we care about. Join the movement. Through United Way, you unite your hopes and strengths with others to accomplish more than any of us can alone.
POSITION TITLE: Office Services Associate DIVISION: Finance and Administration REPORTS TO: Office Services Manager STATUS: Non-Exempt, Part-Time (0.5 FTE)
POSITION OVERVIEW: Work in “Retail”-Model in-house facilities management department primarily supporting United Way of Massachusetts Bay’s marketing, development and community impact work. Under the direction of the Office Services Manager, provide superior customer service, as well as meet and exceed production service level agreements (SLA) for timeliness and quality. KEY RESPONSIBILITIES: Primary Responsibilities: Operate and troubleshoot all equipment including networked printer/copiers, wide format printers, folder/inserter, Pitney Bowes mailing equipment, GBC, comb binding and tape binders, and various laser printers.
Work in software such as Microsoft Office programs, Adobe and other graphics programs. Prepare mail merges and make simple changes to documents/ impose them prior to print.
Provide customer service to UW staff in an in-house print/copy environment.
Receiving, sorting and delivering mail and packages.
Metering of outbound mail, preparation of outbound UPS and USPS packages.
Forward faxes via email.
Document Scanning.
Supervise interns and others, as directed by manager.
Restocking of coffee and kitchen supplies, hand sanitizer stations.
Create requisitions for needed supplies and postage.
Process requests for materials from inventory for campaign fulfillment or in-house use ordered by staff, to meet SLAs.
Assist staff in use when new equipment installed and when new employees come to United Way.
Afternoon closing of Office Services –Prepare everything to be ready for morning opening, close down equipment as needed, put mail out for pickup. Bring UPS packages to box on Congress Street.
Set-ups and knockdown as scheduled of Conference Room 120 for meetings and events per user instructions including presenter set-up with audio visual equipment .
Maintain inventory of paper, print items, campaign collateral, coffee supplies.
Provide additional value add services, as directed by manager Cover for manager when out of the office ill or on vacation.
Ongoing Office Services Duties: Output of artwork sent through the network.
Mail merge documents through stuffing, sealing and mailing. Fulfillment of campaign materials. Pick-up and delivery of USPS box mail and sorting into mailboxes of delivered USPS mail.
Make color copies, b/w copies and scanned color copies. Other Services provided: GBC (comb binding), tape binding, cutting, and posters.
All output work completed within SLA hours or as arranged with end user.
Key-Op includes cleaning of copiers, stock paper in copiers and cabinets for all copiers and printers.
Scanning large documents to PDF form.
Faxes are delivered via email through out the day in a timely manner.
Misc. duties include moving furniture, cleaning and setting up A/V or any other value added services.
Handling of any special requests and projects.
Take in and process all outside packages (FedEx, UPS, USPS, Courier services). Occasional repair of furniture and other machines within offices.
Education Requirements: Prior “lead” experience in an Office Services or similar environment.
High School Diploma, College degree (preferred) or equivalent work experience.
Experience Requirements: MS Office skills, Adobe Acrobat and other graphic programs, knowledge of operation of copiers, folding and binding equipment, wide format printer, large cutter, UPS package computer entry and Pitney Bowes machine operation. Trouble shooting on all equipment, working with service vendors. Well organized with excellent attention to detail.
Staff supervision and scheduling ability.
Excellent Customer Service Skills.
Able to Lift 55 lbs. on a regular basis.
Excellent spoken and written English.
Able to work with accuracy, this is a “zero defects” environment.
Able to work individually or in a team environment.
Able to handle multiple tasks and meet deadlines. Able to meet employer’s attendance policy.
Standing for long periods of time.
Significant walking.
United Way - 14 months ago
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