Receiving & Delivery​/Mail Clerk

Valid OK Driver’s License Essential Employee This position supports critical facility functions and may require on-site presence during emergencies, inclement weather, or other operational disruptions.

Patient Contact This position will have direct patient contact. Potential for exposure to various healthcare-related illnesses normally associated with a hospital environment.

Working Environment Indoor and outdoor work, including warehouse, healthcare, office spaces, behavioral health environments.. While performing the duties of this job, the colleague is frequently required to sit, stand, walk, climb stairs, talk, hear; uses hands to handle or touch objects or controls. The colleague must occasionally lift, push, or pull up to 50 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

POSITION SUMMARY Under the supervision of the University Hospitals Trust (UHT), the Receiving & Delivery/Mail Clerk is responsible for the efficient and secure handling, sorting, and distribution of mail, packages, and deliveries throughout the organization. This position serves as a critical communication link between departments while maintaining exceptional customer service standards and supporting the culture of continuous quality improvement. The role requires attention to detail, reliability, and professional interaction with staff at all organizational levels.

EXAMPLES OF WORK PERFORMED Primary duties include, but are not limited to:

Mail & Package Operations Receive, process, sort, and distribute incoming mail, packages, and deliveries to appropriate departments and personnel in a timely and accurate manner

Manage incoming/outgoing mail preparation to include pick-up, sorting and coordinating with postal and third-party courier services, such as Fed Ex and UPS Maintain organized tracking systems for certified mail, registered packages, and time-sensitive deliveries

Maintains a daily assigned route for collection and delivery of incoming and outgoing mail and packages.

Customer Service & Communication Provide exceptional customer service to internal departments, external vendors, and delivery personnel

Respond promptly to inquiries regarding mail delivery status, package tracking, and mailroom services

Communicate professionally through face-to-face interactions, telephone, and electronic correspondence

Resolve delivery issues and customer concerns with diplomacy and efficiency

Record Keeping & Documentation Maintain accurate records of incoming and outgoing mail, package logs, and delivery confirmations

Prepare required reports and documentation as directed by management

Track and document special handling items including confidential materials and urgent deliveries

Ensure compliance with organizational mail handling policies and procedures

Quality Improvement & Problem Resolution Identify opportunities to enhance mailroom efficiency and recommend process improvements

Escalate non-routine problems and complex issues to the Material & Mail Manager or designated supervisor

Participate in continuous quality improvement initiatives to optimize mail services

Adapt to new procedures, technologies, and organizational changes KNOWLEDGE AND SKILLS Required

Education & Experience High school diploma or equivalent required

Minimum 1-2 years of customer service experience preferred

Previous mailroom, shipping/receiving, or logistics experience advantageous

Technical Skills Proficiency with computer systems and ability to quickly learn new software applications

Experience with office equipment including copiers, scanners, and mail processing machines

Basic knowledge of postal regulations and shipping procedures

Familiarity with…