Mennonite Central Committee

Supplies, Resource, and Mailing Coordinator

JOB SYNOPSIS: The Supplies, Resource, and Mailing Coordinator collects and sorts incoming and outgoing mail, assists staff with shipping of packages, fills orders for MCC literature and other resources, operates mail room equipment including a folder/inserter, postal meter and paper cutter. Orders and organizes office supplies. Schedule for this role is Thursday, Friday and every other Wednesday.

KEY RESPONSIBILITIES:

• 50% Responsible for the practices and procedures to ensure timely and accurate records and reports related to mailing and shipping and resource management and distribution.
• 30% Filling orders from constituents and regional offices for literature and other resources.
• 20% Production tasks as needed, such as packing, folding, cutting, etc.
• 10% Management of office supplies

Specific Tasks and Duties:

• Keeps up with mail guidelines, courier service processes and notary public regulations and procedures.
• Picks up and drops off mail at Post Office twice each week and more often as needed, especially during the Giving Season (mid November – mid January).
• Sorts and delivers mail between MCC Akron office and Ephrata Material Resource Center and the Akron Post Office.
• Weekly mail run to MCC’s Material Resource Center in Ephrata Opens all incoming MCC mail, removes checks from envelopes and logs a record of checks received in a computer program, according to procedure established by Donor Relations
• Delivers and picks up interoffice mail twice a week, a process that includes pushing a hand mail cart.
• Routinely checks the Business Reply Postage statement, to assure it corresponds to the actual business reply envelopes received and ensure sufficient funds are available in our account with the Akron Post Office for Business Reply postage. Request funds from Financial Services when funds are low.
• Coordinate with Akron Post Office for delayed receipt of mail from Lancaster, as needed [Business Reply Envelopes may come in late].
• Monitor funds in postal meter and download funds electronically when funds are low. Inform FS of each transaction.
• Fills orders for MCC literature and other resources, including bulk orders for regional offices.
• Informs Communications of MCC resources distributed, for inventory purposes. Routinely fold and stuff “Thank you” letters from Donor Relations, and then process to mail out after putting correct postage on mail pieces.
• Keeps up-to-date on United Postal Service (UPS) and DHL courier procedures, answering questions from staff as needed and recommending best service option for shipping needs. Follow up with UPS/DHL for non-delivery/lost packages for settlement. • Assist staff with packaging and shipping services
• Forward UPS invoices to MCC Financial Services department weekly for chargebacks.
• Monitor stocks of paper, forms, letterhead and envelops and alert Communications or Donor Relations departments (as appropriate) well in advance when new supplies are needed.
• Monitors office supplies and order as needed and as requested by departments. Organizes boxes, packing supplies and recycling, and keep area clean and orderly.
• Notarizes documents for various departments as needed. (Notary training provided). Other duties as assigned on a temporary basis. Supervision: This position has no supervisory responsibility.

Travel expectations:

• No overnight travel. Travel in the local area.

Physical Activity/Demands:

• There is an regular need to ascend and descend stairs/ladders or the like, remain in a stationary position, often standing or sitting for prolonged periods of time; move about to accomplish tasks or move from one worksite to another, light work that includes moving objects up to 20 pounds, medium work that includes moving objects up to 50 pounds, repeat motions that may include the wrists, hands and/or fingers, operate machinery, operate motor vehicles, assess the accuracy, neatness and thoroughness of work assigned. This position will occasionally be exposed to low and high temperatures.

QUALIFICATIONS:

• Organizational values and culture: All MCC workers are expected to exhibit a commitment to a personal Christian faith and discipleship; active church membership; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.
• Essential: • High School Diploma, GED or equivalent . • Basic knowledge of computers, keyboarding, internet, and email. • Detail oriented – Ability to thoroughly learn and understand postal, courier process and procedures and notary regulations • Strong skills in working with culturally diverse stakeholders. • Strong organizational, time management and follow-through skills • Self-starter with the ability to both work independently and as a part of a team • Ability to learn to use postal equipment • Willingness to work on a wide variety of jobs, some tasks changing daily. • Demonstrated ability to build relationships with a variety of stakeholders • Basic English spoken proficiency • Valid driver’s license Employment eligibility: Legally eligible to work in the U.S. MCC offers of employment are subject to a successful criminal background check(s).
• Preferred: • 1-2 years of clerical experience • Bachelor’s degree in business management or related field. • Currently registered as a notary public Anti-oppression commitment: MCC expects all staff to actively participate in an organization culture that focuses on dismantling any barriers based on race, economic inequality or genderbased oppression. This includes an expectation to assess and address any barriers within themselves, within their team(s), and within MCC. Safeguarding commitment: All MCC Staff are expected to work collaboratively to create and maintain an organizational culture that prevents and responds to situations of abuse of power (sexual harassment, child abuse, racism, exploitation, and fraud among other situations). This job description is designed to be a thorough list of the employee’s responsibilities. It may not be an exhaustive list of duties, particularly for short-term duties that may arise. This Job Description will be reviewed and updated at least annually to ensure recurring and routine duties are included in this job description.