Job Description

Job Description

Job Description

Job Title: Mail Services Specialist

Job Description

The Mail Services Specialist supports daily mailroom and warehouse operations by processing incoming and outgoing mail, managing inventory, and coordinating deliveries between office locations. This role ensures timely mail distribution, accurate recordkeeping, and consistent customer service to internal staff while maintaining secure and organized storage areas.

Responsibilities

• Process and complete work requests, warehouse requests, and maintenance requests accurately and on time.
• Assist in maintaining both manual and electronic inventory systems, ensuring records are current and accurate.
• Load and unload boxes and trucks, and move materials safely between warehouse and office locations.
• Clean and organize storage areas, maintaining a safe and orderly work environment.
• Ensure the security of equipment and materials through proper use of physical locks, established procedures, and recordkeeping practices.
• Receive incoming freight and deliveries, verify items against invoices, and confirm that all items are in good condition.
• Help coordinate surplus items in accordance with state procedures and guidelines using the Property Surplus system.
• Handle mail delivered by USPS, state mail shuttles, and mail couriers, ensuring all items are processed correctly.
• Deliver mail to agency divisions using push-carts or hand trucks, maintaining a tight and consistent delivery schedule.
• Meet all mail route, pickup, and delivery time expectations, recognizing the time-sensitive nature of mail processing.
• Assist a Supply Specialist in monitoring and maintaining adequate supplies of copy paper and other office materials.
• Help place supply orders within authorized limits and ensure ordering is completed promptly when requested by the Supply Specialist.
• Obtain required approvals and signatures for purchases that exceed authorized limits.
• Follow established purchasing rules and procedures when ordering supplies and resolving billing issues.
• Communicate with vendors to resolve billing errors and track down missing shipments by contacting vendors, freight carriers, and transport companies.
• Support the Supply Specialist in coordinating inventory duties for equipment and property as needed.
• Help coordinate and implement small office moves with other operations staff, including moving supplies, equipment, and furniture.
• Operate or coordinate the use of motor vehicles to pick up and deliver supplies, equipment, furniture, and mail.
• Respond to staff inquiries regarding stock availability and purchasing procedures in a clear and helpful manner.
• Coordinate and address customer requests, ensuring high-quality customer service and timely completion of assigned work.
• Communicate clearly and accurately with coworkers and customers on a daily basis to maintain a consistent level of service.
• Provide coverage for mail areas as needed to ensure uninterrupted mailroom operations.
• Deliver supplies, paper, and other materials to internal customers as requested.
• Pull archive boxes for pickup and delivery between the warehouse and office locations, including Department of Justice offices.
• Perform data entry, filing, scanning, imaging, and sorting tasks to support mail processing and inventory management.

Essential Skills

• Valid driver’s license.
• Strong organizational skills to manage mail routes, inventory, and multiple work requests.
• Clear and effective verbal and written communication skills.
• Ability to perform accurate data entry and maintain detailed records.
• Experience with mail processing, including handling, sorting, and routing mail.
• Customer service skills with a customer service–oriented approach to internal stakeholders.
• Proficiency with Microsoft Office applications.
• Ability to perform filing, scanning, imaging, and sorting tasks efficiently.
• Ability to work on a tight schedule and consistently meet time-sensitive delivery expectations.
• Capability to safely load, unload, and move boxes and other materials.

Additional Skills & Qualifications

• Experience working in a mailroom, warehouse, or similar operations environment.
• Familiarity with inventory systems, including both manual and electronic recordkeeping.
• Experience coordinating with vendors, freight, and transport companies to resolve shipment and billing issues.
• Comfort using push-carts, hand trucks, and other material-handling tools.
• Ability to assist with small office moves, including moving furniture, equipment, and supplies.
• Strong attention to detail when verifying deliveries against invoices and checking item conditions.
• Ability to follow established purchasing rules, procedures, and approval processes.

Work Environment

This is an on-site role based in office facilities in Salem, working five days per week. The position splits time between an office environment at a Department of Justice location and a nearby mailroom/warehouse facility. Work involves frequent movement between offices and storage areas, including loading and unloading boxes, using push-carts and hand trucks, and operating or coordinating vehicles for pickups and deliveries. The environment is fast-paced and schedule-driven, with time-sensitive mail routes and delivery commitments. You will regularly use computers, Microsoft Office applications, and electronic inventory systems, as well as standard office and mailroom equipment such as copiers, scanners, and sorting stations. The role requires working safely in both office and warehouse settings and maintaining a professional appearance appropriate for an office and public-sector environment.

This is a Contract position based out of Salem, OR.

The pay range for this position is $20.00 - $23.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Salem,OR.

This position is anticipated to close on May 18, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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