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Office and Mail Clerk

Prime Response Inc.
Chicago, IL
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

PRI is seeking a full-time Office and Mail Clerk to work on a Federal contract in Chicago, IL. The right candidate must be a well versed in the duties listed below and will be expected to support any of the duties when the demand arises. The right candidate must also be personable, provide stellar customer service, and represent PRI professionally to the Federal customer. The right candidate must be able to work independently and prioritize their time and tasks in an organized manner. Pay starts at $18.12 per hour plus $4.22 per hour in health and welfare benefits.

Facility Support Activities

The Office and Mail Clerk will assist the local Facilities and Operational Services Help Desk with all facility management related issues, requests and/or complaints. These include, but are not limited to:

·       Responding to and resolving issues regarding the heating, cooling and lighting of office and conference room space;

·       Resolving equipment problems (e.g., motion sensors, water dispensers, ice makers, refrigerators, etc.). For those issues that require technical assistance, the Facilities Support Clerk will seek guidance from the Task Monitor;

·       Coordinating minor cleaning requests and activities with the property manager and Task Monitor; and

Mailroom Management

The Office and Mail Clerk will provide daily mailroom support services including, but not limited to:

·       Processing and delivery of incoming mail from the United States Postal Service (USPS) and accountable mail from courier services such as Federal Express (FedEx) and United Parcel Service (UPS), and processing outgoing mail (e.g., metering flats, letters, and packages);

·       Using equipment to process, account for the mail and postage expended, and track incoming and outgoing mail/packages;

·       Delivering Certified Mail to a local Post Office and courier mail to a local drop box if courier mail is missed by the routine daily pick, as required; and

·       X-raying mailroom deliveries

Conference Room Management

The Office and Mail Clerk will assist the Task Monitor with providing conference room management services support including, but not limited to:

·       Scheduling of conference rooms;

·       Coordinating and implementing user requirements for room layout such as furniture and equipment needs; and

·       Supporting all regional office events, including receptions, training sessions, etc., as it relates to room set up and Facilities and Operational Services.

Miscellaneous Office Support Services

The Office and Mail Clerk will perform the following functions:

·       Conducting inspections of various spaces each day the regional office is open, for office maintenance purposes (e.g., to monitor paper stocks in copy rooms, check for burned out lights, etc.);

·       Performing minor office touch ups including, but not limited to, minor patching and repair of walls (i.e., spackle and paint), as needed;

·       Performing routine maintenance on general office equipment, such as copiers, fax machines, time stamps, etc. (e.g., replace toner, clear jams, replace ribbons, etc.); and

·       Moving furniture properly and safely (i.e., ensuring that it is secured), without injury or damage to persons or the furniture.

Supply Management - Warehouse Services

The Office and Mail Clerk will assist the Task Monitor with:

·       Operating the regional office supply room;

·       Ensuring supplies are inventoried, stocked, and maintained at all times;

·       Notifying the Task Monitor when items are low and need reordering;

·       Reconciling deliveries when supplies are delivered;

·       Assisting the Task Monitor in receiving, verifying, inspecting, and coordinating delivery of all shipments of furniture, equipment and supplies, and maintaining the regional office’s inventory and distribution records.

Asset Management Program

The Office and Mail Clerk will have minimal activity (less than 5% daily) under this task, however, during times of equipment refresh or formal inventories, activity will increase. Duties, if required, may include but not be limited to:

·       Assisting and/or backing up the Task Monitor with various asset management tasks; and

·       Updating, receiving, in-taking, tagging, inventorying of assets, reconciling records, and locating missing property.

Facilities and Operational Services Help Desk

The Office and Mail Clerk will assist the Task Monitor in supporting the Facilities and Operational Services on days the Commission is open by monitoring the help desk and email and telephone lines. Functions under this task area include, but are not limited to:

·       Receiving, tracking, and ensuring prompt response to requests for the use of facilities, building maintenance, logistical support, office machine repairs, supplies, furniture, and equipment;

·       Following up on all building maintenance issues requested by staff, and those items identified on the building inspection sheets to ensure customer satisfaction; and

·       Reporting items on the building inspection sheets to the property manager, using their work order system.


Key and Lock Management Activities

The Office and Mail Clerk will assist the Task Monitor in maintaining the master key list and keys for all controlled spaces. Functions under this task area include, but are not limited to:

·       Coordinating the reproduction and distribution of keys as requested; and

·       Coordinating with the Task Monitor any furniture lock and key matters.

Automated External Defibrillator (AED) Support

The Office and Mail Clerk will provide back up support for the AED maintenance program. Functions under this task area include, but are not limited to:

·       Performing regularly-scheduled inspections, with a frequency of no less often than weekly, of on-site AEDs which are located throughout the facilities;

·       Inspecting at a minimum, batteries and pad expirations, as well as cabinet alarms.

·       Updating AED responder lists upon notification from the Task Monitor; and

·       Ensure that the respective office nameplates display the proper AED insignia.

Internal Security Support Services

The Office and Mail Clerk will back up the Task Monitor and the Personnel Security Specialist in the headquarters location (HQ). Functions under this task area include, but are not limited to:

·       Processing of potential hires and the onboarding of personnel for their respective work location;

·       Fingerprinting individuals;

·       Collecting all appropriate identification and employment documents from applicants and new hires;

·       Issuing activated access badges, credentials, photos, and activating Personal Identity Verification (PIV) cards;


The Facilities Support Clerk will, at a minimum, have:

·       High school diploma or equivalent

·       Be able to lift up to 50 pounds

·       Work on a 6’ ladder

·       Be proficient in MS Office with experience in Word and Excel programs

·       Written and verbal communication skills

·       Possess excellent customer service skills


PRI is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business needs.

Prime Response Inc.


Chicago, IL



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