Brief Role Description

This position is Career Level 15S and located in Libertyville, IL with a Role Classification of Fully On-Site.

Role Summary

The Administrative Services Representative is responsible for the daily operation of the mailroom functions at the Automotive Service Center.  In addition, the position is responsible for the purchase, distribution and maintenance of company office and janitorial supplies, and provides back-up services for other administrative functions.

Responsibilites within this Role

Operational Duties                                        90%
•    Process daily incoming mail from US Post Office, Fed Ex, UPS and other providers.  Includes sorting and distribution of all mail to each department in an accurate and timely manner.
•    Preparation of all outgoing mail.  Includes collection of mail from all departments and affixing appropriate postage, preparation of certified and bulk mailing.
•    Preparation and mailing of various correspondence.  Includes the following:
•     Mechanical inserting and mailing of customer and dealer mailings.  
•     Sending Notice of Sale (NOS) certified letters for the Collections Support team.
•     Log incoming checks and forwards to Cash Control for processing.
•     Log incoming checks that cannot be processed (not signed, incorrect payee) and returns to customer with appropriate letter provided by Support department.
•    Responsible for maintaining a thorough knowledge of postal and other vendor regulations.  Also responsible for postage levels and requesting additional funds when low.  
•    Responsible for preparing items per FedEx, UPS, DHL, and other providers regulations and standards, ensuring timely pick and delivery of overnight, next day and two day delivery letters and packages.
•    Responsible for office and janitorial supply levels and replenishment, monitoring of network printers and stocking needed printer supplies, ordering of special or unique items and organization/operation of the mail room.  Includes administering competitive pricing on orders from vendors. Opens helpdesk tickets for copiers/printers when needed.
•    Verifies office and janitorial supplies delivered by vendors and processes invoices as needed.
•    Responsible for keeping the mail and office supply areas neat and clean.
•    Responsible for providing assistance with other administrative tasks as needed
•    Other duties as assigned.

Strategic Duties                                        10%
•    Periodic evaluation of the Mail Services Department, analyzing operations and implementing improvements to existing practices

Qualification requirements

Years of Relevant  Exp:

• 2-3 years in an office administrative capacity

Required Education:

• High school education or equivalent

 Desired Education:

• Bachelor’s Degree

Skills:

•    Collaboration, team-oriented
•    Very strong background in multi-tasking and time management 
•    Must have extremely strong follow up skills
•    Effective communication skills
•    Customer focused
•    Attention to detail