Mail Clerk
California Polytechnic State University - San Luis Obispo - San Luis Obispo, CA

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Position Title

Mail Clerk

Job Posting Title

Mail Clerk

Regular / Temporary


Working Title

Mail Clerk

Full / Part Time


If part-time, indicate time base

Appointment Duration / End Date:

Distribution Services

College / Division

Administration and Finance

Salary Range

$2,433 - $3,650 per month, plus any negotiated salary increase.

Pay Basis

No Response

Pay Plan


Position Description

***THIS POSITION IS OPEN UNTIL FILLED*** The Facilities Department, a unit within the Administration & Finance Division performs maintenance, service, and repair of university facilities. Distribution Services is the organization responsible for providing mail service to the campus community. In addition, Distribution Services provides general postal services and dry cleaning services, as well as pick-up services for local flower shop deliveries at Canyon Post (services the residents at Poly Canyon Village). Under immediate supervision, this position is responsible for efficient services at Canyon Post Mail Center and Sequoia Package Center including collection, sorting, and distribution of campus mail, United States mail and other printed and packaged materials for the college, and does related work as required. This position will also support Distribution Services in mail services during various times of the year. Duties and Responsibilities: Make campus mail pickups and deliveries. Check in all packages from U.S. Post Office, (or various carriers); verify receipts for insured, certified, registered, and express mail. Prepare and maintain records of necessary forms required by mail Vendors and USPS. Distribute packages and mail into applicable mailboxes; retain detailed information such as names and numbers. Notify housing residents of parcels requiring pick up in a prompt and timely manner. Generate daily reports and documentation of mail activity recorded; enter data into computer and track parcels using tracking software and following established procedures. Verify special mail rates as to size, weight, postage, and compliance with postal rules and regulations; maintain and track postage charges and mailing expenses; prepare for shipment of any parcel requiring packaging. Work closely with the U.S. Post Office, and shipping carriers to solve any problems that may occur. Provide customer service via telephone and in person, which includes effectively communicating with customers regarding shipping, receiving, and mail products and services, providing timely service and maintaining a positive working relationship. Operate mail scooters and vehicles (carts and trucks); maintain the cleanliness of vehicles and work area. Receive clothing articles including tag, mark, and record items to be picked up by the vendor for dry cleaning services; check-in dry cleaning returned by dry cleaning service and notify customer of pick-up; record transactions, as required. Serve as Certified Public Notary. Receive payments; review and reconcile receipts, using accounting software program to process daily transactions and maintain records for services offered in the mail operation. Maintain cleanliness of the lobby area of Canyon Post and restock materials as needed.

Minimum Qualifications (Staff Only)

One year of general office clerical work, stock clerk work or delivery service work. Possession of (or ability to obtain by date of hire) a valid California Driver's License and a certification of a good driving record from Department of Motor Vehicles (DMV). Possession of a Registered Notary Public Commission for the State of California required within six months of employment.

Required Qualifications / Specialized Skills

General knowledge of office methods, supplies and equipment including equipment used in mail, storing, packing, and shipping materials and supplies. Working knowledge of current postage rates and shipping rules and regulations. Ability to accurately interpret and apply current postage rate charts and regulations. Thorough knowledge of English grammar, spelling and punctuation. Ability to read and write at a level appropriate to the duties of the position. Ability to follow verbal and written instructions. Ability to make arithmetical computations quickly and accurately. Must be honest and ethical. Demonstrated customer service experience requiring a very high level of diplomacy and professionalism while working under pressure. Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the university with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds. Demonstrated effective communication to handle a broad range of high level and sensitive interpersonal situations that requires patience, sensitivity, and active problem-solving and effective interpersonal skills. Working knowledge of computer operations and standard software programs (word processing, spreadsheets, databases, internet, email and calendaring); ability to quickly learn mail software programs related to the position. Ability to use computer keyboard or other electronic equipment to perform accurate data entry and retrieval. Ability to review, reconcile and process daily receipts and transactions using accounting software program. Ability to maintain and prepare reports and complete various department forms. Ability to effectively plan, instruct and direct assignments for Student Assistants. Demonstrated ability to maintain a high degree of confidentiality. Ability to handle day-to-day tasks with limited supervision and instruction. Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines Working knowledge of or ability to quickly learn University infrastructure, policies and procedures. Must be able to safely drive a vehicle with manual (standard) transmission.

Preferred Qualifications / Skills

Possession of a Registered Notary Public Commission for the State of California Previous mail processing experience. Familiarity with USPS Domestic and International Mail Manuals and postal regulations, classes, and fees.

Special Conditions (Staff)

***THIS POSITION IS OPEN UNTIL FILLED*** Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business. This position classification has been defined as non-exempt and is subject to overtime provisions of the Fair Labor Standards Act (FLSA). Ability to stand and sit for extended periods of time in the input and retrieval of data, receiving, stocking, returning and releasing materials and in the sorting of mail and parcels. Ability to reach, carry, lift or move, push, pull, stoop, kneel, twist, and balance objects weighing up to 70 lbs. Ability to apply safe methods while working with objects and containers of mail, flowers, and dry cleaning. Ability to work in an area where there is constant traffic and noise. Ability to communicate in person or by telephone with the campus community repeatedly throughout each day. Ability to work with a computer keyboard, handheld personal digit assistants (pdas), or other electronic equipment to enter and retrieve information. Ability to climb ladders and stairs. Ability to climb onto equipment and delivery trucks. Possess dexterity with fingers and hands required to handle items and to operate machinery/equipment. Must be willing to travel and attend training programs off-site for occasional professional development. Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis. Must be able to work occasionally on Saturdays to provide mail delivery No smoking in campus buildings or vehicles Must be able to successfully pass a pre-employment background/fingerprint check.

Pre-Employment Conditions (Staff)

Background / Fingerprint

Benefits Eligible More Information


Job Open Date


Job Close Date

Review Begin Date


How to Apply

To apply, visit WWW.CALPOLYJOBS.ORG to complete the required online staff application and apply to requisition #102719. In addition, applicants will also have the option of attaching a Cover Letter and three Letters of Recommendation via the online employment system. Applicants needing computer/internet access may contact Cal Poly Human Resources at: (805) 756-2236, for information on available resources. Cal Poly is strongly committed to achieving excellence through cultural diversity & actively encourages applications of all qualified individuals. EOE

Internal Recruitment Only


Projected Start Date (Faculty Only)

Additional Information Contact Name (Faculty)

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Department Information (Faculty)