Under regular direction and in compliance with standard operating procedures and policies, coordinates and processes City mail services, contract database management and related special projects, insurance database management and related special projects, City record retention and destruction services, regular accounts payable support services and related special projects and contract and insurance deadline management and reporting. Provides outstanding customer service with all City departments, the U.S. Postal Services and contracted mail services in person, on the phone, via electronic communications and in the coordination of special projects and specific service requests. Provides support for Accounts Payable services.

Essential Functions

% of Time

• Coordinate Contract and Insurance Database Archival and Renewals: Coordinate and execute the receipt of all new and amended contract and insurance documents and upload to the database. Assist Buyers with the assignment of project management responsibilities for all new contracts and with the receipt and compliance approval of all insurance documents for all new contracts, as well as perform duties as a result of employee turnover. Run reports via vendor management software and review expiration and renewal dates for all procurement contracts in the database. Develop new processes and reports that will more properly utilize current software and automate and enhance current service levels. Assist with training employees in new systems and processes and in providing ongoing guidance for service-related inquiries. Coordinate with Purchasing staff on the development and execution of ongoing automated notifications to all assigned user department project managers for established intervals related to key contract dates and deadlines.

50%

• Coordinate City Mail Services: Perform a variety of duties related to the processing and delivery of regular and specialized mail and/or packages to the proper destination, which involve the use of a motor vehicle. Coordinate and deliver all City mail with the U.S. Postal Service, contracted mail services, City Hall, and the Public Safety and Municipal Complex. Receive and sort incoming and outgoing mail and packages. Ensure accurate and timely mail delivery services. Deliver and pick up or oversee the delivery and pick up of mail and packages at specified locations. Weigh and stamp or makes proper arrangements for outgoing mail and packages and items requiring special handling, operating mail processing machines as necessary. Research locations and redirect misaddressed items. Maintain logs of postage charges, receipt forms, and other records as required. Resolve challenges related to service delivery and provide excellent customer service to all in the delivery process. Schedule and execute any special or large mailing requests in coordination with user department needs and maintain compliance with service requests. Train temporary employees, light duty employees and back-up employees in all aspects of mail services in order to provide services during general leave, during surges in service requirements and to provide for light duty assistance from eligible staff. Coordinate with Fleet division regarding performing preventative maintenance as well as any issues observed while operating assigned City vehicle.

25%

• Assist with City Records Retention and Disposal: Assist with the storage and cataloging of all City documents in conjunction with the City Clerk’s office. Provide assistance related to the City’s archival requirements, including the sorting, preparation, and destruction of all City documents that meet the state records retention schedule. Perform basic maintenance and preventative maintenance on microfiche machines and shredders.

15%

• Provide Support for Accounts Payable Support Services: Assist Accounts Payable staff with the weekly check run, including packaging checks and distribution, if required. Provide assistance with any document archival and disposal needs.

10%

Perform other duties as assigned.

• Associate degree in business administration or a related field.

• Over one (1) year up to and including two (2) years of experience providing administrative and data management support.

• Any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this job, may be substituted for evaluation at the discretion of City management.

• Bachelor’s degree in business administration or a related field.

• Experience in a municipal setting.

• Experience in procurement.

• Valid South Carolina Class D Driver's License.

• Coordination and implementation of mail services for an organization or government.

• Professional contract and insurance documents.

• Database management and reporting software.

• Principles and practices for providing exceptional customer service to a diverse group of people.

• Superior organizational skills with a strong attention to detail.

• Modern office practices, methods, and computer equipment and applications related to the work.

• Respond to and resolve inquiries and complaints regarding mail services and document handling.

• Assist in leading and coordinating special projects and complex tasks, including training, work planning, organizing, and scheduling.

• Prioritize workload and manage time efficiently, meet deadlines and complete assignments in a timely manner.

• Establish and maintain effective working relationships with City departments, public, and key stakeholders.

• Maintain facilities and equipment in a clean, safe, and secure manner; perform minor maintenance repairs.

• Maintain excellent organization and attention to detail.

• Respond appropriately to changing situations.

• Independently organize work, set priorities, meet deadlines, and follow up on assignments.

• Demonstrate strong customer service skills and establish, maintain, and foster positive and effective working relationships with people at a number of levels inside and/or outside the organization.

• Use English effectively to communicate in person, over the telephone, and in writing.

• Read, comprehend, and apply knowledge of rules, regulations, and procedures as they relate to assigned tasks and City programs and processes.

• Write simple sentences containing subject, verb, and object, and/or series of numbers, names, and addresses, and compose emails in a clear and professional manner.

• Make mathematical calculations and draw logical conclusions.

• Operate department equipment to include, hand trucks and City vehicle in a safe manner.

• Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.

• Utilize software and systems to include purchasing, contract and insurance software.

Primary Work Location: City Hall, Public Safety and Municipal Complex and daily driving in assigned City vehicle.

Protective Equipment Required: None.

Environmental/Health and Safety Factors:

Relatively free from unpleasant environmental conditions or hazards. Seasonal exposure to extreme temperatures and wetness/humidity.

Physical Demands:

Mental Demands:

Constantly requires performing multiple tasks simultaneously, working an irregular schedule/overtime, and working closely with others as part of a team. Frequently requires time pressures, frequent change of tasks, tedious or exacting work, and working in a noisy/distracting environment.

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.