Temporary Mail and Operations Assistant

Pacific Workers; Oakland (CA); On-site; USD 27,552,000 - 33,062,400; Full time

Job summary

Pacific Workers is seeking a Temporary Mail and Operations Assistant in Oakland, CA to manage mail processing, scanning, and administrative tasks. The role supports multiple departments and helps keep the mailroom and office running smoothly.

The position is a six-month assignment, non-exempt, and requires attention to detail, reliability, and the ability to multitask in a fast-paced environment. Training on document management and scanning software will be provided.

Qualifications

• High school diploma or equivalent required; experience in mailroom or clerical work preferred.
• Basic computer skills and familiarity with scanning and document management systems.
• Comfort with office equipment including scanners, copiers, and printers.
• Ability to handle confidential documents and stay organized.

Responsibilities

• Process incoming mail and packages; open, sort, and scan into digital format.
• Assist with large-volume copy and print requests; prepare outbound mail.
• Maintain organization and cleanliness of mailroom and document areas.
• Provide administrative and operational support to various departments.
• Assist with data entry, filing, and other tasks as needed.
• Support special projects and adhere to deadlines.

Skills

Attention to Detail

Time Management

Organizational

Communication

Problem Solving

Teamwork

Dependability

Interpersonal

Synthesis of Information

Education

High school diploma or equivalent

Tools

Microsoft Office

Document management systems

Scanning equipment

Copiers / Multifunction printers

Job description

JOB TITLE: Temporary Mail and Operations Assistant (6-Month Assignment)

REPORTS TO: Operations Department Coordinator

PREPARED BY: Director of Operations

SUMMARY: The Temporary Mail and Operations Assistant is primarily responsible for processing all incoming mail and packages, ensuring they are accurately opened, sorted, scanned, and digitized in a timely manner.

This role also provides general office and operational support as needed, including assisting with outgoing mail, print and copy requests, digital media processing, confidential document handling, and various administrative and operational tasks.

This is a temporary position with an anticipated duration of six (6) months, created to support increased mail volume and operational demands. The ideal candidate is detail-oriented, dependable, and able to

manage multiple tasks efficiently while contributing to the smooth operation of the office. In addition to the duties outlined below, the Temporary Mail and Operations Assistant may be assigned other projects and responsibilities as business needs require.

ESSENTIAL JOB DUTIES:

• The following duties are representative of the essential functions of this position and are not intended to be an exhaustive list. Additional duties may be assigned based on business needs.
• Mail Processing & Administrative Support
• Process incoming mail and packages, including opening, sorting, and scanning into digital format.
• Assist with incoming deposition transcripts.
• Process incoming CDs, thumb drives, and other digital media.
• Prepare and assist with large-volume copy and print requests.
• Assist with printing correspondence and envelopes from outsourced teams.
• Assist in copying, stuffing, and stamping outgoing mail.
• Ensure incoming documents are accurately scanned, named, and routed to the appropriate departments.
• Maintain organization and cleanliness of mailroom and document processing areas.
• Assist with inventory and stocking of office and mailroom supplies.
• Provide administrative and operational support to various departments as needed.
• Assist with special projects, data entry, filing, document preparation, and other administrative tasks.
• Perform other duties and responsibilities as assigned.

ATTENDANCE: Must meet all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

COMPETENCIES: To perform the job successfully, an individual should demonstrate the following competencies:

• Synthesizes complex or diverse information and solves issues regarding assigned work responsibilities.
• Follows established workflows and procedures to ensure accuracy and efficiency.
• Problem Solving
• Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions when needed; works well in individual and group problem-solving situations.
• Technical Learning
• Picks up technical processes and mailroom systems quickly; demonstrates the ability to learn document management platforms, scanning software, and office equipment as required by the role.
• Interpersonal
• Communication Communicates clearly and professionally, both verbally and in writing; listens actively and asks for clarification when needed; conveys information accurately to team members and supervisors.
• Teamwork Balances team and individual responsibilities; contributes to a positive team environment; supports coworkers and assists in meeting shared deadlines.
• Dependability Follows through on commitments; consistently meets deadlines; takes responsibility for own actions; maintains reliable attendance and punctuality.
• Organizational
• Attention to Detail
• Demonstrates accuracy and thoroughness in all assigned tasks; monitors own work to ensure quality; applies a careful and methodical approach to document scanning, naming, and routing.
• Time Management
• Prioritizes and plans work activities effectively; uses time efficiently; manages multiple tasks simultaneously without compromising accuracy or quality.
• Organization
• Keeps work areas neat and orderly; ensures supplies and materials are properly stocked and accessible.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Education and Experience
• High school diploma or equivalent required. Previous experience in a mailroom, office support, administrative, or clerical role preferred but not required.
• Technical Skills
• Basic proficiency with computers and standard office software (Microsoft Office, email, document management systems). Familiarity with scanning equipment, copiers, and multifunction printers preferred.
• Physical Requirements
• Regularly required to stand, walk, bend, reach, lift, carry, and move mail trays, packages, and office supplies weighing up to 30 pounds. May be required to sit and work at a computer for extended periods while processing and scanning documents.
• Confidentiality
• Must handle sensitive and confidential documents with discretion and in accordance with company policies and applicable regulations.

WORK ENVIRONMENT: This position operates in a professional office and mailroom environment. The role requires regular use of office equipment including scanners, copiers, and computers. The employee may be exposed to moderate noise levels typical of a busy office setting.

TERMS OF EMPLOYMENT: This is a temporary, non-exempt hourly position with an anticipated duration of six (6) months. Continuation of employment beyond the stated period is not guaranteed and is subject to business needs. The Temporary Mail and Operations Assistant is expected to adhere to all Pacific Workers policies and procedures throughout the duration of the assignment. Nothing in this job description creates a contract of employment, expressed or implied. Pacific Workers reserves the right to modify job duties, responsibilities, and requirements at any time based on business needs.

EQUAL EMPLOYMENT OPPORTUNITY: Pacific Workers is an Equal Opportunity Employer and considers applicants for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, protected veteran status, or any other characteristic protected by applicable law.

At Pacific Workers', we carefully consider a wide range of factors when determining compensation, including your background and experience. These considerations can cause your compensation to vary. We expect the compensation for this role to depend on your skills, qualifications, and experience. We encourage all interested candidates to apply.

Founded in 2012, Pacific Workers', The Lawyers for Injured Workers is an award-winning, premier California law firm dedicated exclusively to representing injured workers in workers' compensation claims. With over 130 years of combined legal experience and a track record of recovering more than $355 million in benefits, the firm aggressively advocates for healthcare, construction, emergency, and union workers against insurance companies and employers. Pacific Workers' separates itself through a compassionate, client-first collaborative model that pairs each client with a dedicated team consisting of an experienced attorney, a case manager, and a case assistant to ensure seamless communication and maximize medical treatment, wage replacement, and settlement payouts.

Pacific Workers' is an equal opportunity employer, and we welcome applicants from all backgrounds.

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