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PHEAA is a nonprofit student aid organization that holds a mission of providing affordable access to higher education.

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Salary: Grade 4 ($39,621.00 - $59,129.00)

Shift: Monday through Friday 7:30 AM - 4:00 PM

Location: Harrisburg, PA

Department: Mail Services

The Administrative Support Associate II is responsible to pick up, deliver and process incoming/outgoing/interoffice mail and received goods. This role is responsible for messenger transport and chauffeur services. This role is also responsible for the administration and maintenance transport of the vehicle fleet and daily warehouse heavy transport.

Primary Duties and Responsibilities

U.S. Postal Service Mail and Interoffice Mail Duties

• Receive, open, and sort incoming mail to 1200 North 7th Street and determine where improperly addressed mail should be routed and route accordingly. Research and make phone calls as necessary and route accordingly.
• Open mail addressed only as “1200 North 7th Street” and determine proper routing based on contents of letter.
• Complete Certified mail using Walz CertifiedPro.net application. Meter and mail certified parcels with appropriate postage based on weight and destination using Connect+3000 metering machines.
• Insert mail jobs using PULSE automated inserter, and hand-stuff jobs that cannot be inserted using automation.
• Meter outgoing mail using Connect+3000 metering machines and move metered mail to the pickup point for pickup by U.S. post office and pre-sort vendor.
• Pick up P.O. Box mail at post office using Agency box truck and sort mail.
• Complete the Morning Mail Delivery report.
• Separate and deliver mail destined for Payment Processing and Records Management. Put the rest in proper mail bins for regular delivery.
• Deliver output reports to areas indicated.
• Deliver incoming and interoffice mail to all areas of Headquarters.
• Deliver Central Supply items sent from the Warehouse.

Accountable Mail

• Administrative duties including problem resolution, FedEx Café machine maintenance, FedEx Online training, supply delivery, and special research as requested.
• Maintain knowledge of the operation and daily setup of the iOFFICE Accountable Mail application.
• Accountable mail includes: DHL, FedEx, UPS, Certified, Registered, Express and Confirmation number required. Receive, process and record Accountable mail, targeting each package to a specific departmental recipient using the iOFFICE Accountable mail application.
• Deliver Accountable mail, obtaining signatures and entering data using iOFFICE application on Agency issued smartphones.
• Ensure all Accountable mail is delivered to the correct departments and individuals throughout the Agency.
• Prepare outgoing FedEx packages.
• Create postage labels and affix to package, or email as requested.
• Create end of day report summarizing all FedEx packages processed.

Receiving and Disposal of Goods

• Receive product, reconcile as necessary against PO listed in PeopleSoft, and deliver to recipient.
• Match receiving line to product via purchase order number and item description.
• Add/remove assets from Asset Portfolio Management system.
• Remove media storage components from computer equipment per ESO directives
• Prep and label equipment for pickup and liquidation through secondary market buyer
• Destroy media storage components and document per ESO destruction procedures
• Transport and witness paper records destruction at shredding facility
• Transport recyclable metals to recycler, sort, and obtain check

Vehicle and Heavy Transport

• Drive Agency vehicles to/from maintenance vendor facilities.
• Daily warehouse run, special service and miscellaneous transport.
• Emergency on-call transport of materials from the warehouse to headquarters to support the print to mail function.

Messenger Transport

• Deliver and pick up time sensitive materials, contracts, and correspondence to and from local official offices. Scheduled deliveries are made twice per day.
• Deliver and pick up unscheduled special requests, typically on short notice and of an urgent nature, to and from local offices.
• Chauffeur Legislators, other dignitaries, or employees to various destinations.

Other Duties and Responsibilities

• Sort reports generated from Output Processing that are brought over to Mail Services for delivery.
• Use independent judgment to prioritize work to accommodate varied delivery schedules and varied priority levels.
• Ensure accurate tracking and recording of Mail Services Statistics.
• Process US Postal Service invoices, track expenditures in an Excel Spreadsheet and maintain required balances for the Agency.
• Respond to questions and escalated issues from customers throughout the Agency and bring to the attention of Manager when appropriate.
• Receive, respond and delegate e-mail and phone-in correspondence for all types of Mail Services requests.
• Provide backup to Facilities Help desk.
• Other duties as assigned.

Essential Duties and Responsibilities

Physical Requirements and Work Environment

• Must be able to lift 10 - 60 pounds repetitively.
• Job entails standing to meter mail, walking/pushing carts, and/or moving boxes 80 - 90% of the day.
• Frequent use of freight elevator is required.
• Some sedentary work is also necessary.
• The majority of work is performed indoors in an office/climate controlled warehouse environment. Daily travel to PHEAA offices and buildings, the Capitol complex and other locations is required under all weather conditions. Occasional exposure to moderate to loud noise is to be expected.
• Must have a valid driver's license and be able to operate a 18 foot box truck.
• Must be able to climb in and out of 18 foot box truck.
• Must be able to use a personal computer.
• Must be able to read.

Required Skills

High school diploma. Twelve (12) months as an Administrative Support Associate I or; Six (6) months as an Administrative Support Associate I and prior office experience or; any equivalent combination of experience and training.

• This position will support a federal government contract. Applicants must be able to obtain Public Trust security clearance as required of federal government contractors to include a background check conducted by the U.S. Government to determine eligibility and suitability for federal contract employment for public trust or sensitive positions. For this level of clearance, the federal government requires applicants to possess U.S. citizenship. In light of this federal government requirement, PHEAA will be unable to hire applicants without United States citizenship for such positions.

PHEAA’s environment welcomes and supports our employees, customers, and stakeholders; we seek out and value differing perspectives and contributions. Our organizational culture promotes diversity, equity, and inclusion at all levels of the organization.

Required Experience

High school diploma