Job Description
Description The Office Clerk is responsible for the timely distribution of all incoming and outgoing mailings and parcel; handling photocopying and posting of mail; processing all incoming/ outgoing shipments and preparing all packages for shipment; and maintaining inventory of shipping materials, office supplies and copy/mail equipment operability. This position will also provide backup support for the Receptionist and related clerical duties, and handle setup and breakdown of furniture and equipment needs for the Conference Center.
ESSENTIAL JOB FUNCTIONS NOTE: To the extent possible, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Mail - Sort, open, and inspect all incoming and outgoing mail; distribute mail to the entire office once a day; notify staff of any parcel deliveries
- Scan all incoming mail on copier, average 200 pieces a mail per week
- Carry outgoing mail to nearest United States Post Office as needed
- Prepare mail/deliveries in accordance with U.S. Postal, UPS, FedEx or other courier service regulations:
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- Weight and attach proper postage using mail meter machine
- Validate packaging against U.S. Postal and other courier service regulations for the rate used
- Obtains best rates for mailings in order to save costs
- Assists employees in completing mail/shipping forms
- Hand delivers envelopes/packages to local shipping offices as necessary
- Handle mailing ranging from 500 pieces a month
Equipment - Update the Facilities Manager with any operational matters, changes, or problems
- Notify Facilities Manager of any equipment failures and then notify staff accordingly
- Replace toner cartridges when needed for the copiers
- Help install keyboard tray on workstations
- Helps setup conference center by moving tables and chairs
Distribution and Photocopying - Handle mailings: photocopy, collate, fold, post and stuff into envelopes utilizing various machines
- Operate binding machine equipment to create booklets for BASF programs
Support & Supply Procurement - Maintain mailroom supplies and ensure that all related equipment (inserter/folder, posting machine, labeler, copiers) is in good working order; maintain mailroom, copy room, and supply room in a clean and orderly manner, and hallway area near mailroom accessible and unobstructed
- Maintain breakroom/kitchen in an orderly fashion by ensuring supplies are available by restocking supplies and submitting a weekly inventory list to the Facilities Manager
- Setup and breakdown Conference Center furniture by physically moving chairs and tables (up to 2x/week)
- Be part of the Safety committee
- Unload Dishwasher daily in the mornings and turn on dishwasher at the end shift
- Water the Plants once a week on Fridays
Relief Receptionist - Serve as Receptionist during breaks, lunch time and on an as needed basis (coverage 5x/week for lunches and a break)
- Greet and handle incoming calls and visitors in a friendly, professional and efficient manner
ADDITIONAL JOB FUNCTIONS (Secondary functions) - Other duties as assigned.
EQUIPMENT OR MACHINES THAT MUST BE OPERATED TO PERFORM THE POSITION ACCEPTABLY General office machines and equipment including computer and related equipment, copy machine, binding machine, posting machine, inserter/folding machine, telephone, and basic tools for simple equipment/furniture repairs
WORKING CONDITIONS Responsibilities will be performed at BASF's office located in downtown San Francisco, during normal business hours, which are Monday through Friday, from 9:00am to 5:00pm. This position also requires some computer and telephone use.
EDUCATION: Graduation from accredited high school or GED equivalent or an equivalent combination of relevant education, training, and expertise sufficient to perform the essential duties of the position
EXPERIENCE: - Experience in clerical field
- Experience in mailroom operation
SKILLS AND PHYSICAL REQUIREMENTS: - Ability to be professional, mature, flexible, and demonstrate a good sense of humor
- Ability to communicate ideas and instructions clearly and concisely
- Ability to communicate in person, on the telephone, and in writing in a clear and courteous manner
- Ability to multi-task and prioritize with high attention to detail
- Knowledge of office practices and procedures.
- Knowledge of business terminology, spelling, punctuation, and grammar
- Knowledge of departmental organizational structure
- Good working knowledge of computers and office equipment (copiers, printers, mailroom equipment, etc.)
- Proficiency in MS Office (Word, Excel, and Outlook)
- Bilingual in Spanish preferred
- Ability to lift and carry up to 50 lbs.
Equal Opportunity Employer: BASF is an Equal Opportunity Employer. We conduct all employment-related activities without regard to race, color, sex, religion, age, national origin, disability, veteran status, sexual orientation or any other classification protected by applicable Local, State or Federal employment discrimination laws.
Job Tags
Work at office, Local area, Flexible hours, Shift work, Day shift, 1 day per week, Monday to Friday,