Sample job description:
Title of the position
Senior Mailroom Clerk
Department
Operations
Reports to
Building Services Supervisor
Overall responsibility
Supervise mailroom staff and interface with all levels of management
regarding mail and supply deliveries
Key areas of responsibility
- Maintain established shipping/receiving procedures
- Sort and distribute mail on a timely basis
- Maintain all photocopiers, fax machines, and postage meters
- Order, store, and distribute supplies
- Facilitate all off-site storage, inventory, and record management requests
- Document current policies and procedures in the COS Department as well as
implement new procedures for improvement
- Oversee the use of a company van when needed
- Ensure that water and paper is available for customers on a continuous
basis
Consults with
- Building Services Supervisor
- Mailroom staff
- All levels of management
Term of employment
12 months
Qualifications
- Strong sense of customer service
- Good organizational skills
- Ability to lift a minimum of 25 pounds
- Supervisory experience in a corporate mailroom environment
- Good driving record
Tips:
- Don’t rely solely on a job’s history as you’re putting together a job
description for today. Focus instead on what the job needs to be in light of
the organization’s current needs and long-term objectives.
- A task is what the person in the job will actually do. Qualifications are
the skills, attributes, or credentials a person needs to perform each task.
Clarify the actual tasks and responsibilities before you start thinking about
what special attributes will be needed by the person who will be fulfilling
those responsibilities.
- A well-written job description consists of more than a laundry list of the
tasks and responsibilities that the job entails. It reflects a sense of
priorities.
- Credentials (such as degrees and licenses) are absolute necessities in
some jobs. The thing you want to make sure of, however, is that whatever
credentials you establish have a direct bearing on the candidate’s ability to
become a top performer.
- The job you describe must be truly doable. When you’re lumping several
tasks into the same job description, make sure that you’re not creating a job
that very few people could fill.
- Use specific language. For example:
|
Too General |
Specific |
|
Computer literate |
Proficient with Microsoft Word, Excel, QuickBooks |
|
Good communication skills |
Ability to communicate technical information to nontechnical
audiences |
|
Handles administrative chores |
Receives, sorts, and files monthly personnel action reports |
Warning! A job description is generally regarded as a legal document. Any
references to race, color, religion, age, sex, national origin or nationality,
or physical or mental disability is illegal.
|
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Judith Lindenberger MBA has a distinguished career in human
resources consulting and is recognized for her innovation and excellence. The
Lindenberger Group, LLC provides results-oriented human resources consulting,
organization development, customized training workshops and personal career
training to help individuals and organizations improve their productivity and
performance. Contact them at 609.730.1049 or
info@lindenbergergroup.com or
www.lindenbergergroup.com