Mailroom & Security Representative

Children's Aid; New York (NY); On-site; USD 59,829,000 - 70,861,000; Full time

Job summary

Children's Aid seeks a Mailroom and Security Representative to support security operations, mail, and office services at Headquarters. The role spans Security, Mailroom, Office Support, Reception, and Conferencing Services to ensure smooth daily building operations.

Ideal candidates have proven security experience, mailroom know-how, and strong guest-facing skills. The position is full-time, on-site in New York, with a commitment to high-quality service and staff safety.

Qualifications

• High school diploma or GED required.
• Three years of security experience in a multi-floor/building environment.
• Two years of experience with mailroom operations.
• At least one year with building/visitor management systems.
• Security Guard license preferred.

Responsibilities

• Observe building activity, report irregularities, and maintain the security log.
• Respond to emergencies and participate in crisis situations under direction.
• Learn and follow safety protocols to support staff and clients.
• Provide backup coverage at security posts as needed.
• Escort staff to safety and arrange car service when needed.
• Operate conference room calendars and coordinate meeting setups.
• Greet guests, direct calls, and coordinate packages and visitor access.
• Maintain professional interactions with staff, visitors, and vendors.

Skills

Security operations

Visitor management

Office support

Communication

Education

High school diploma or GED

Tools

Building management systems

Visitor management system

MS Office

Job description

Position Summary The Mailroom and Security Representative is a cross-functional role responsible for supporting both security operations and administrative service functions at Headquarters. This position is cross-trained to operate across multiple stations, including Security, Mailroom/Courier Services, Office Support, Reception, and Conferencing Services, ensuring seamless daily operations throughout the building.

Hourly Salary: $20.88/hour - $24.73

Position Summary The Mailroom and Security Representative is a cross-functional role responsible for supporting both security operations and administrative service functions at Headquarters. This position is cross-trained to operate across multiple stations, including Security, Mailroom/Courier Services, Office Support, Reception, and Conferencing Services, ensuring seamless daily operations throughout the building.

Children's Aid Mission To help children in poverty to succeed and thrive. We do this by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. Children's Aid annually serves children and their families at over forty sites in New York, as well as through three national program models. Children's Aid is concentrating its efforts on creating cradle-through-college pathways in high-need neighborhoods, with a focus on children's health, family stability, education, and social and emotional development.

Culture and Values

We put children, youth, and families first: We listen to and incorporate the voices of children, youth, and families in all that we do.

We seek equity and transformation in our communities: We courageously work within and outside systems to create opportunities for children, youth, and families.

We strive for excellence: We hold ourselves to the highest standards and are committed to continuous learning and improvement.

We are powered by collaboration: Our work is stronger when we trust, partner, and respect each other and the communities we serve.

We are driven by compassion: We lead with kindness, care, and empathy and believe in the endless potential of the people we serve and our team.

Essential Duties And Responsibilities

Security

• Observe building activities, report irregularities, and maintain the security log.
• Respond to emergencies and participate in crisis situations under the direction of the Security Lead.
• Learn and follow established safety protocols to support the safety of staff and clients in the building.
• Provide backup coverage at security posts as needed.
• Escort staff to safety and assist with arranging car service when needed.
• Serve on the Emergency Response Team by responding to safety-related incidents and emergencies and assisting with fire and other emergency drills.
• Operate the building paging system.
• Observe building activity and promptly report safety concerns, unusual activity, or incidents to the Security Lead or supervisor.
• Use building management and visitor management systems to check in visitors and maintain accurate visitor logs.
• Apply de-escalation practices when responding to challenging or crisis situations.
• Perform additional security-related tasks and duties as needed.

Service Center and Mailroom

• Process all incoming and outgoing mail, overnight packages, and supply deliveries.
• Ensure the timely and accurate distribution of sensitive documents to staff, including invoices, correspondence, checks, and legal documents.
• Unpack, sort, and deliver supplies.
• Serve as a messenger/courier, bringing packages and mail to other Children's Aid sites and locations as needed.
• Monitor and service mailroom equipment, replenish postage, track package deliveries, and serve as the contact for regular services such as copier and shredding services.
• Regularly check copier functionality, replenish paper and toner, clear jams, and report equipment failures.
• Order office and pantry supplies and regularly check pantries for cleanliness, supplies, and organization.
• Assist with maintaining shared workspace areas in accordance with workplace health and safety standards.
• Distribute, track, and replenish PPE supplies for the office.
• Order pickup and retrieval of Iron Mountain records for Headquarters programs and central staff.
• Monitor pantry cleanliness, including cleaning surfaces, refrigerators/freezers, and loading and unloading dishwashers as needed.
• Assist with minor office setup needs, such as hanging signage or coordinating small workspace adjustments.
• Mobilize areas for events, donations, storage, and other departmental needs.
• Perform spot cleaning during work hours, including cleaning spills, pantry areas, glass, floors, and other surfaces.
• Maintain a professional and responsive approach when assisting staff, visitors, and other stakeholders with service center needs.

Conferencing and Audio/Visual Support

• Maintain and monitor Headquarters conference room calendars, including reviewing booking conflicts and supporting resolution.
• Obtain attendee lists for large meetings and ensure Security receives them in advance.
• Confirm and coordinate meeting setup requirements, including catering, room configuration, and A/V or CPR equipment needs.
• Operate conference phones, monitors, computers, video cameras, microphones, Zoom, and audio conference systems.
• Clean, organize, and maintain conference room A/V systems and coordinate hardware and repair needs with IT, following up until completion.
• Check A/V equipment throughout the day and assist staff with meeting setup.
• Check conference room calendars periodically throughout the day and follow up with staff regarding meeting requirements.
• Provide timely assistance and troubleshooting support for conference room and A/V needs.

Reception and Office Support

• Greet guests and coordinate meetings with on-site staff.
• Interact with the Security Desk and validate meeting status with guests.
• Direct phone calls to appropriate parties and offices.
• Coordinate incoming and outgoing packages.
• Maintain the office phone directory and floor plans on a regular basis.
• Maintain cubicle and office signage throughout the office based on updated plans and directory information.
• Create staff IDs and program electronic key card access.
• Communicate professionally and effectively with staff, visitors, vendors, and other stakeholders.
• Respond to questions and requests in a helpful, approachable, and timely manner.

Professional Development

• Participate in offered trainings, workshops, in-service days, and/or All-Staff conferences.
• Maintain required certifications and documentation of participation in professional activities.

Health and Safety

• Adhere to all applicable state and city licensing requirements and CPR/First Aid certification requirements.
• Maintain a healthy and safe environment, including safely storing cleaning supplies and equipment and appropriately marking wet floors.
• Follow established health and safety procedures when performing security, mailroom, office support, cleaning, and event-related duties.
• Perform other related duties as assigned by the Assistant Director of Facilities.
• Adapt work priorities and scheduling as needed to support Headquarters operations during the Monday-Friday, 7:00 AM-7:00 PM operating hours.

Minimum Qualifications

• High school diploma or GED required.
• Three (3) years of experience in a security role within a multi-floor or building environment.
• Two (2) years of experience working in conjunction with a mailroom.
• At least one (1) year of experience using building management or visitor management systems to check in guests and maintain accurate visitor logs.
• Security Guard license preferred.

Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy. The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.