Museum Hue

Mail and Receiving Specialist - OMSI

Mail and Receiving Specialist - Oregon Museum of Science and Industry

The Mail and Receiving Specialist manages all mailroom services, shipping and receiving, loading dock organization and safety, stockroom and staff office supplies. This position provides internal customer service to staff and vendors, mailing services, copy machine printing, fax service, shipping and receiving, and related equipment maintenance contracts and services.


Participate in programs/initiatives to enhance corporate culture, such as:

  • Working effectively with and supporting volunteers throughout the organization

  • Supporting OMSI's Total Guest Experience (TGE)/Customer Service mission & objectives in daily job performance, including diversity initiatives


Essential Duties & Responsibilities:

Performing the following will involve driving to various locations outside OMSI's corporate headquarters:


  • Provide shipping and receiving services, including preparation of outgoing UPS, local courier packages, receiving and logging incoming shipments, and assistance to staff with packaging.

  • Maintain the loading dock (inside and outside) and dumpster room in a clean, safe and organized manner in coordination with food contractor, internal departments and waste hauling company.

  • Manage inventory for both the mailroom and museum stockroom, as well as purchaseindividual staff requests.

  • Reconcile monthly the mailroom credit card, UPS billing, courier billing, and all inventory accounts, (mailroom postage, mailroom supplies, and stockroom supplies) using Excel and QuickBooks and report monthly accounting to finance.

  • Write and process purchase orders, check requests, and credit card purchases per OMSI purchasing policies as well as create department related blanket purchase orders for each new fiscal year.

  • Code department invoices and submit to accounts payable.

  • Train and assign work to the Facilities Office/Mailroom

  • Purchase USPS stamps and maintain stamp petty cash fund.

  • Operate, trouble-shoot, and maintain in working order the mail meter machine, binding machine, shredder, and other mailroom equipment.

  • This position is non-exempt, paid hourly

  • This position is regular full-time, scheduled for 40 hours/week.


Working Conditions:  

  • Physical Demands: 40% Sitting; 30% Standing; 30% Lifting/Carrying/Pushing/Pulling up to 50Pounds

  • Vision requirements include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left or right while eyes are fixed on a given point), depth and perception (three dimensional vision, ability to judge distance and spatial relationships), and ability to adjust focus (ability to adjust the eyes to bring an object into sharp focus).

  • Work environment includes work near moving mechanical parts, fumes or airborne particles, caustic chemicals, and outdoor weather conditions.

  • Noise level is moderate (examples: business office with computers and printers, light traffic) to loud (examples: metal can be manufacturing department, large earth moving equipment).


Secondary Functions: 

  • Create ID badges for employees, volunteers, and interns.

  • Provide pickup and delivery services to and from vendors in an OMSI vehicle as needed.

  • Execute copy, fax, and binding jobs and provide mailroom assistance to OMSI staff.

  • Instruct staff on proper use of mailroom equipment including copiers, laminating machine, binding machine and other equipment.

  • Maintain company phone list using Excel.

  • Gather pricing information and get bids when necessary.

  • Assist Facility Services Office Manager with administrative tasks.

  • Other tasks as assigned by the Facility Services Office Manager.




  • Knowledge of mailroom equipment, regulations, and copier operation.

  • Ability to negotiate service contracts with vendors and secure competitive pricing of supplies and materials.

  • Ability to learn ID badge software.

  • Basic reading, writing and math skills.

  • Ability to work with a large staff and adjust to a daily changing work environment while providing good customer service.

  • Ability to follow basic instructions.

  • Strong customer service skills.

  • Professional communication skills, both written and oral.

  • Excellent organizational, analytical and problem solving skills.

  • Excellent coordination and project management skills.

  • Strong time management skills.

  • Excellent attention to detail with a high degree of accuracy.

  • Proficient in Microsoft Office, including Word and Excel.

  • Ability to work independently as well as in teams.

  • Ability to work under pressure with flexibility.

  • Ability to prioritize multiple tasks.

  • Understanding of confidentiality and protocol.



  • Experience with bulk mailing rules and procedures.

  • Computer experience with QuickBooks.

  • Nonprofit experience.


Education & Work Experience: 


  • Working knowledge of mailroom and printing services, shipping and receiving practices.

  • Minimum 3 years of experience in managing and providing mailroom and printing services for a medium to large-size company.



  • Bilingual - Spanish/English.

  • Experience working with volunteers.


Additional Requirements/Preferences; Including Licenses and Certifications: 


  • Valid driver's license.

  • Pre-employment checks, such as criminal background check, reference checks, and requirements in the MVR Policy including passing Motor Vehicle Record (MVR) check.