Administrative Assistant I – Mail Receiving Services

Kilgore College; Kilgore (TX); On-site; USD 28,000 - 35,000; Full time

Benefits offered by this job

36-hour work week

Health, life, and income protection

TRS retirement program

Recreational/fitness facilities access

Public Service Loan Forgiveness (PLSF)

Tuition scholarships for employee and/

Job summary

Kilgore College is seeking a full-time Receiving/Inventory Services Specialist to manage incoming purchases, freight distribution, and asset tracking for college departments. The role includes processing receiving documents, inventory tagging, and coordinating with Purchasing and Facilities, with forklift operation required.

The position supports a 36-hour work week, offers benefits including insurance and retirement, and is based in Kilgore, TX.

Qualifications

• Highschool diploma or equivalent required.
• Collect and deliver mail in all kinds of weather, and walk and/or drive on their route.
• MS Office application proficiency.
• Multi-tasking skills.
• Mobile Device experience.

Responsibilities

• Support Specialist – Receiving/Inventory Services responsibilities include shipping, receiving and delivery of items from freight companies and USPS mail including processing of necessary documents confirming receipt of such items.
• Some deliveries may require multiple people to unload, move, or manage, employee is required to ask for assistance.
• Maintain an organized filing system of receiving copies.
• Prepare receiving copies; notate any problem with the delivery; forward receiving copies for payment.
• Works with Purchasing to resolve any receipt discrepancies or damaged goods.
• Receive orders into Package Tracking system.
• Fixed Assets – Assist to identify and record inventory; attach inventory tag; complete paperwork and forward for input into inventory system.
• Deliver copies of hazardous materials sheets to Facilities department.
• Be a subject expert of Package Tracking system
• Receiving and Scanning of all white mail and packages
• Reporting
• Operate forklift or use hand truck to move, convey, or hoist shipments from shipping and receiving platform to storage or work area. Maintain and operate all department vehicles.
• Maintain inventory of copy paper and provide monthly reporting.
• Check incoming orders to determine if goods arrive in satisfactory condition, route orders to proper department.
• Operate mail vehicle to pick up and transport mail in bulk.
• Schedule preventative maintenance for vehicles used for transportation of receiving services.

Skills

Multi-tasking

Mobile Device experience

Education

High school diploma or equivalent

Tools

MS Office

Forklift Certification

Job description

Position Summary

This is full-time, twelve-month position. Duties include handling of all incoming purchases, freight distribution, acquiring, separating and delivery of packages to all departments of Kilgore College. Assist in maintaining records of capital assets and finances for departments. Assist in the asset tagging of fixed asset inventory. Assist with managing promotional inventory.

Position Responsibilities

• Support Specialist – Receiving/Inventory Services responsibilities include shipping, receiving and delivery of items from freight companies and USPS mail including processing of necessary documents confirming receipt of such items.
  • Some deliveries may require multiple people to unload, move, or manage, employee is required to ask for assistance.
• Maintain an organized filing system of receiving copies. Compare deliveries with receiving copies and notate any discrepancies.
• Prepare receiving copies; notate any problem with the delivery; forward receiving copies for payment.
• Works with Purchasing to resolve any receipt discrepancies or damaged goods.
• Receive orders into Package Tracking system.
• Fixed Assets – Assist to identify and record inventory; attach inventory tag; complete paperwork and forward for input into inventory system.
• Deliver copies of hazardous materials sheets to Facilities department.
• Be a subject expert of Package Tracking system
  • Receiving and Scanning of all white mail and packages
  • Reporting
• Operate forklift or use hand truck to move, convey, or hoist shipments from shipping and receiving platform to storage or work area. Maintain and operate all department vehicles.
• Maintain inventory of copy paper and provide monthly reporting.
• Check incoming orders to determine if goods arrive in satisfactory condition, route orders to proper department.
• Operate mail vehicle to pick up and transport mail in bulk.
• Schedule preventative maintenance for vehicles used for transportation of receiving services.
• Mail Services position – operate machinery which sorts and distributes letters or flats, load and unload the machines, transfer information from source documents to computer, input forms, and enter data using computer software required by Kilgore College.
• This position also requires operation of a forklift.

Minimum Position Requirements

• Highschool diploma or equivalent required
• Collect and deliver mail in all kinds of weather, and walk and/or drive on their route.
• May require other duties as assigned
• Current Forklift Certification or must be able to get within 2 months of employment.
• MS Office application proficiency.
• Multi-tasking skills.
• Mobile Device experience.

Supervisory Responsibilities

• 0 Full-Time Direct Reports 0 Part-Time Direct Reports

Physical Demands and Work Environment

• Work is normally performed in a mix of an office and warehouse environment with regular use of a motor vehicle, hand-carts, and forklift.
• Physical effort is required. The employee must lift and/or move 20-pound items regularly and occasionally up to 70 50 pounds.
• This position requires prolonged standing, walking, reaching and may require irregular hour. There typical exposure to physical risk in a warehouse.
• Exposure to outside weather conditions, extreme cold and heat combined with some physical exertion.

Safety

• Provide resources for safe operation of units. Create and support workplace safety.
• Some deliveries may require multiple people to unload, move, manage, positions is required to ask for assistance.
• Use of hand carts, dollies, pallet jacks, for lifts as tools to assist in moving packages is expected.

Benefits and Perks

• 36-hour work week for a healthy work life balance as well generous paid leave time.
• Health, life, and income protection insurance are provided.
• An excellent retirement program through the Teacher Retirement System.
• Full Time employees have free use of the college’s recreational/fitness facilities.
• Full Time employees are eligible for thePublic Student Loan Forgiveness (PLSF) after 10 years of service.
• Tuition scholarships arefor the employee and dependents.
• Compensation for this 12-month position is $31,378annually, as determined by Kilgore College's established pay grade structure and policy. Thisis salary is considered non-negotiable.

Disclaimer

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions.

Kilgore College does not participate in the federal Social Security program.

All full-time positions are located in Kilgore, TX. No fully work from home positions are available at this time. All employees must be available to physically present to work on the Kilgore, TX or Longview, TX Campus. Some Part-Time and Adjunct positions may be offsite but the candidate MUST live in the State of Texas.

Kilgore College is a two-year, comprehensive public community college with a campus in Kilgore and an extension center in Longview, Texas. With approximately 7,000 students, Kilgore College is a student-centered institution characterized by excellence in teaching and quality learning opportunities. Kilgore College is focused on continually improving their students’ holistic experience leading them to success in life while improving access to higher education and partnering with those who advance the vision of a stronger community culturally, socially and economically.

Vision Statement: We commit to be the higher education institution of choice in Northeast Texas.

Positions will remain open until filled. Some Adjunct and Part-Time teaching positions may remain open perpetually as the need for part time instructors fluctuates with student enrollment. Teaching positions will be required to submit official transcripts upon an offer of employment. An offer of employment will be contingent upon passing a background check. Federal law prohibits the employment of unauthorized aliens. All persons hired must submit satisfactory proof of employment authorization and identity within three (3) days of being hired. Failure to submit proof within the required time shall result in immediate employment termination. All position appointments are subject to approval by the college's Board of Trustees.

This description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions.

Kilgore College is an equal opportunity institution and does not discriminate on the basis of sex, race, color, religion, age, national origin, disability in violation of Section 504 of the Rehabilitation Act or 34 C.F.R. Part 104, veteran’s status or genetic information in its educational programs, employment policies or activities.

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