Office Services Clerk - Mailroom/Runner

Phelps Dunbar Llp - Tupelo, MS

Full-time - Entry Level

Onsite - Tupelo, MS

Professional, Scientific, and Technical Services

About the position

Phelps Dunbar LLP, an AmLaw 200 full-service law firm, is seeking a dedicated Mailroom/Runner/Office Services Clerk to manage essential mailroom duties. This role involves sorting, processing, and delivering incoming and outgoing mail, including USPS, faxes, UPS, and FedEx items. The clerk will be responsible for picking up and delivering documents to local and out-of-town courts and other sites as required. In addition to mailroom tasks, the clerk will perform various administrative duties, such as preparing reports related to mailroom functions, assisting with inventory and stocking of office supplies, and supporting the facility and records management department as needed. The Mailroom/Runner/Office Services Clerk will engage in daily activities that include picking up mail from the post office, logging packages from UPS and FedEx, and ensuring timely delivery of hand deliveries throughout the day. The clerk will also attend to general mailroom duties, such as collecting outgoing mail, preparing interoffice mail for pickup, and delivering outgoing packages to shipping locations. Maintaining accurate mailroom logs and assisting users with shipping inquiries are also key responsibilities. The role requires a proactive approach to tracking and resolving issues with overnight and courier packages. Additional responsibilities include assisting with the inventory and handling of office supplies, setting up and cleaning conference rooms, and managing kitchen supplies. The clerk will also be involved in document management tasks, such as scanning documents, shredding approved materials, and retrieving items from offsite storage. The position may require participation in decorating the office for holidays and assisting with social events. The Mailroom/Runner/Office Services Clerk will work closely with the Facilities/Office Services Supervisor and other team members to ensure smooth operations and may perform other duties as assigned.

Responsibilities

• Pick-up mail from post office daily
• Log in packages from UPS and FedEx, sort and distribute
• Check floor for run slips at 10:15 a.m., 2:15 p.m. and 3:15 p.m. daily
• Handle local and out-of-town runs to courts and other sites as needed
• Distribute hand deliveries throughout the day when received at the receptionist desk
• Attend to general mailroom duties including collection of mail from outgoing boxes, postage metering of outgoing mail, preparing interoffice mail for pick up, delivering mail to post office, delivering any outgoing packages to UPS and FedEx locations that were not picked up at the office and preparing miscellaneous mailroom daily reports
• Ensure appropriate mail room logs for mail, fax, etc. are kept up-to-date and organized
• Assist users with shipping questions and associated vendor applications (i.e.; USPS, Pitney Bowes, UPS, and Federal Express)
• Track and solve issues with overnight and courier packages
• Assist with the inventory and handling of office supplies including stocking the supply room and re-stocking secretarial work areas with copy paper
• Assist with the set-up of conference rooms as needed for meetings with clients
• Assist with the clean-up of conference rooms after meetings including loading dishwasher, cleaning kitchen, etc. as needed
• Assist with the inventory and re-stocking of kitchen supplies in the kitchen
• Assist with the inventory and re-stocking of office supplies in the copy rooms
• Scan documents/mail as necessary
• Assist shred personnel as they go throughout the office retrieving shred from the shred consoles
• Retrieve items from offsite storage facility and transport between the offsite storage facility and the office
• Assist with decorating the office for various holiday décor and setups
• Assist with processing requests for record retrievals from offsite storage to include the pick-up and delivery of files / boxes from the requestor, data entry into the records system, and labeling of all boxes and folders
• Assist with preparing and distributing files and file labels for new and existing matters
• Assist with document retention and destruction policy implementation project
• Assist with entering all folder and box descriptions into the records management system and ensure accuracy for physical records
• Assist with securely shredding documents approved for destruction as requested
• Assist with paper filing if needed
• Assist with scanning documents, creating document profiles, and filing appropriately in ImageWork10
• Load and deliver boxes to courthouse, etc. as needed for trials for attorneys
• Assist with preparation, set-up, and clean-up of office area for lunches and social events held in the office as needed
• Assist file clerk with shifting of files, moving boxes and other records management items as needed
• Assist Facilities/Office Services Supervisor with projects and other duties as needed
• Perform other duties as assigned

Requirements

• High School Diploma or equivalent
• Consistent work history with law firm or similar office experience preferred
• Excellent communication skills to ensure efforts are consistent and compliant with the firm's standards
• Maintain a professional, customer service attitude with peers, management, and clients of the firm
• Must be courteous, professional and a team player
• Strong organizational skills with an ability to multi-task
• Ability to prioritize work and complete tasks under time constraints while paying attention to detail
• Ability to meet deadlines and prioritize work in a high volume, service-oriented environment
• Basic knowledge of office equipment
• Computer literacy, including proficiency in MS Office Suite
• Ability to lift 50 lbs. on a regular basis
• Must have reliable vehicle, valid driver's license, excellent driving record and proof of insurance
• Ability to work regular hours M - F from 9:00 a.m. - 5:30 p.m and occasional weekends assisting with the Offsite Records Project
• Work may occasionally require irregular hours to perform the essential duties of the position. Some overtime may be required.