Job Description

Posting number: 202600208E

Department: Administration

Division: Office Services

Job classification: Senior Mail Services Support Clerk

Posting type: Open

Categories: Transit

Summary

Pay Rate

SEIU Clerk IV (Grade 031)

SEIU Hourly Rate: $34.70 (Step 76) to $45.36 (Step 99)

Note: External candidates will start at Step 76.

Reports To

Mail Services Supervisor

Days Off

Saturday/Sunday

Who May Apply

Future BART Employees

Current Assignment

The San Francisco Bay Area Rapid Transit District (BART) is seeking a highly motivated and detail-oriented individual to join its team as a Senior Mail Support Services Clerk. This position is ideal for individuals with strong organizational skills, a commitment to customer service, and the ability to support efficient daily operations across one of the Bay Area’s largest public transportation systems.

In this assignment, the Senior Mail Support Services Clerk is responsible for coordinating and performing mailroom operations, including the receipt, sorting, processing, tracking, and distribution of incoming and outgoing mail, packages, and interoffice correspondence. This role supports BART’s daily administrative operations by ensuring the accurate, timely, and secure delivery of documents and materials to departments throughout the organization.

Under general supervision, Senior Mail Support Services Clerks manage mail distribution activities, maintain accurate records, operate mail-processing equipment, prepare outgoing shipments, and respond to inquiries regarding mail and delivery services. The role requires strong attention to detail, effective communication, sound judgment, and the ability to prioritize competing assignments while maintaining confidentiality and service standards.

The most qualified candidates for this position will have highly developed competencies in the following areas, which will be reinforced with related work experience and clearly articulated during the selection process:

• Mailroom operations, mail sorting, processing, and distribution
• Recordkeeping, tracking, and documentation accuracy
• Operation of mail-processing equipment and shipping procedures
• Organization, time management, and prioritization of daily workloads
• Customer service and effective communication with internal departments
• Confidentiality, security, and adherence to established procedures
• Problem-solving, dependability, and the ability to work independently and collaboratively

Application and Selection Process

This is a SEIU Local 1021 Bargaining unit position. All full-time SEIU District employees must follow the "Bid Form" process and deposit their bids in the bid box. Failure to comply may invalidate the employee's bid. As actual vacancies occur, District employees on the internal eligibility list will be considered before external candidates.

All EXTERNAL and current non-SEIU applicants must apply online at www.bart.gov/jobs. Applications must be completed in full and include all requested information, including dates of employment, positions held, hours worked, and a detailed description of duties performed.

Applicants may attach a resume to their application or bid form to provide supplemental information; however, the resume does not substitute for completing the application or bid form in its entirety. Only information included on the application or bid form and resume at the time of submission will be used to determine whether applicants meet the minimum qualifications for the position. All application and bid form materials must be submitted by the closing date and time listed on the job announcement. Applications and bid forms received after the closing deadline will not be considered.

The selection process for this position may include one or more of the following: a skills or performance demonstration, written examination, and/or panel or individual interview. External applicants will not be considered until all employees who have applied have been considered first.

All applications and bid forms will be reviewed by the Talent Acquisition Division to determine whether applicants meet the established Minimum Qualifications (MQs). Applicants who meet the MQs may be referred to the hiring department for further evaluation as part of the selection process.

The selected candidate must demonstrate a work history reflecting reliability and dependability and may be required to provide copies of certificates, diplomas, or other documentation required by law, including proof of authorization to work in the United States. Pre-employment processing will also include a background check. This requirement does not apply to current full-time District employees unless the position requires additional evaluations or clearances.

Examples of duties

1. Pick up, inspect, process and document records sent to records retention center; fulfills and retrieves records retrieval request; ensures that requested records are released to authorized persons according to established guidelines and files the paperwork.
2. Administers office supplies and business forms based on an established fulfillment program.
3. Sorts, processes, and delivers interoffice and US mail; operates a computerized mail-processing machine.
4. Prepares mail for processing using addressing and mail inserting equipment and mails using presort software reports.
5. Performs the necessary research to ensure mislabeled or unclearly labeled packages and mail items are delivered to the appropriate department and/or staff.
6. Prepares and updates a variety of reports, which may require the use of arithmetic calculations.
7. Drives District vehicles, including sedans, and cargo vans in performance of duties.
8. Cleans, makes operations adjustments and/or performs preventive maintenance functions on all equipment.
9. Checks articles received against packing list, receiving forms, and notes any discrepancies; stores articles received into the proper bins, racks, shelves or floor locations; issues materials, supplies, records, documentation or freight upon receipt of properly authorized paperwork.
10. Packages and prepares materials for transfer to customer sites and conducts periodic physical inventory of materials, supplies, records, forms and assists in reconciling discrepancies with manual or computer-produced inventory control records.
11. Moves heavy items, using appropriate material handling equipment.
12. Organizes and maintains various departmental files. Attends a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information and keeping reference materials up to date.
13. May be required to train and work with temporary and agency personnel at management’s discretion.
14. Imputes and deducts business forms using an inventory management system.
15. Creates packing slips, prepares forms to be shipped to BART customers.

Qualifications

Education

Possession of a high school diploma, GED or recognized equivalent.

Experience

Three (3) years of (full-time equivalent) verifiable general office services experience which must have included processing of mail, records, supplies and forms and word processing and at least one (1) of the three years must have included experience working in a centralized mailroom setting with responsibility for servicing multiple sites.

Substitution

None.

Other Requirements:

Must possess a valid California driver's license and a satisfactory driving record.

Must be able to lift objects weighing up to 75 pounds on a regular basis.

Must be physically able to stand, stoop, climb step ladders and reach to file and retrieve records on a regular basis.

Must be physically able to walk, stand or sit for prolonged periods of time.

Supplemental information

Knowledge of:

• Basic office procedures, including arithmetic and record keeping.
• Basic inventory and stocking practices.
• Equipment used in a central mail room setting, including package tracking scanners and mailing machine.
• Methods and practices used in receiving, storing and issuing materials, records, mail and freight.
• Safety precautions related to the work, including methods of lifting and moving heavy objects with proper equipment.
• Policies and procedures pertaining to the work.
• Safe driving practices.
• Related state and local traffic laws and parking regulations.

Skill in:

• Organizing, coordinating and prioritizing work activities.
• Providing courteous, patient, helpful and positive attitude when dealing with customers.
• Operating and adjusting a variety of mail processing equipment.
• Using an on-line or personal computer to input and retrieve data.
• Using initiative and sound independent judgement within established guidelines. Understanding and carrying out written and oral instructions.
• Maintaining basic work records and making accurate arithmetic calculations.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Driving a motor vehicle safely.
• Quickly learning District, department and staff names and facility locations.