Mailroom & Security Representative

$20.88/hour - $24.73/hour

Position Summary:

This is a cross-functional role reports to the Operations Manager and is responsible for supporting both security operations and administrative service functions at Headquarters. This position is cross trained to operate across multiple stations, including Security, Mailroom/Courier Services, Office Support, and Conferencing Services, ensuring seamless daily operations throughout the building.

The position balances building safety responsibilities with service center and workplace support functions. The Headquarters office operates Monday through Friday, 7:00 AM - 7:00 PM, and flexibility in scheduling is required. Successful candidates will demonstrate a strong customer-service mindset, proactive problem-solving skills, attention to detail, and the ability to adapt in a dynamic, team-oriented environment.

Essential Duties:

Security

• Observe activities, report irregularities and maintain security log.
• Responds to all emergencies; involved in crisis situations through direction of Security Lead.

• Learn and follow all existing safety protocols, ensuring the safety of staff and clients in the building.

• Back up security posts as needed.
• Escorts staff to safety and assists with arranging car service when needed.
• Serves on emergency response team -- responding to all safety related incidents and emergencies and assisting with fire and other emergency drills.
• Operates paging system.
• Observe building activity and promptly report any safety concerns, unusual activity, or incidents to the Security Lead or supervisor.
• Use building management systems to check in visitors and maintain visitor logs.
• Additional tasks and duties as needed.

Service Center

• Processes all incoming and outgoing mail, overnight packages, and supply deliveries.
• Responsible for timely and accurate distribution of sensitive documents to staff including invoices, correspondence, checks and legal documents.
• Unpack, sort and deliver supplies.
• Serve as messenger/courier bringing packages and mail to other Children's Aid sites and locations as needed.
• Monitor and service mailroom equipment, replenish postage, track delivery of packages and serves as contact for regular services such as copier and shredding services.
• Regularly check copiers functionality, replenish paper, toner, clear jams, report equipment failure.
• Order office and pantry supplies, regularly check pantries for cleanliness, supplies, and organization.
• Assist with maintaining shared workspace areas in accordance with workplace health and safety standards.
• Distributes, tracks and replenishes PPE supplies for office.
• Order pickup and retrieval of Iron Mountain records for HQ program and central staff.
• Monitor cleanliness of pantry areas, cleaning surfaces, fridges/freezers, load and unload dishwashers as needed.
• Assist with minor office setup needs such as hanging signage or coordinating small workspace adjustments.
• Mobilize areas for events, donations, storage and other departmental needs.
• Spot cleaning of site during work hours - clean up spills, pantry, glass, floor and other surface cleaning.
• Maintain and monitor HQ conference room calendars i.e., review for booking conflicts and resolution.
• Obtain attendee lists for large meetings and ensure Security receives them in advance; confirm and coordinate meeting setup requirements, including catering, room configuration, and A/V or CPR equipment needs.
• Expert use of AV equipment - conference phones, monitors, computers, video cameras and microphones, connecting to Zoom and audio conference calls.
• Cleans, organizes, and maintains all AV Conference room systems and inputs for hardware and repairs with IT, and follows up until complete.
• Checks AV equipment throughout the day and assists staff with meeting setup.
• Checks conference room calendars periodically throughout the day and follows up with staff for meeting requirements.

Reception

• Greet all guests, coordinates meeting with on-site staff.
• Interacts with Security Desk, validates meeting status with guests.
• Directs phone calls to appropriate parties and offices.
• Coordinates incoming and outgoing packages.
• Maintain office phone directory, floor plans on regular basis.
• Maintain all cubicle and office signage throughout office based on updated plans and directory.
• Creates staff IDs and programs for electronic key card access

Professional Development

• Participate in offered trainings, workshops, In-Service days, and/or All-Staff conferences
• Maintain certification requirement and proof of attendance in professional activities

Health and Safety

• Adhere to all state and city licensing requirements and CPR/first aid certification.
• Maintain a healthy and safe environment (i.e. safely store cleaning supplies, equipment, mark wet floors, etc.)

Minimum Qualifications:

• HS Graduate or GED required.
• 3 years of experience in a security role, within a multi-floor or building environment and 2 years of experience working in conjunction with a mailroom.
• Minimum of 1 year of experience using building management or visitor management systems to check in guests and maintain accurate visitor logs.

Key Competencies:

• Security Guard License preferred
• Basic computer skills required, particularly with email and calendar.
• De-escalation training, CPR/first aid certification.
• Excellent verbal, written, and communication skills.
• Professional approach; resourceful, dependable, approachable.
• Bilingual English/Spanish helpful.
• Flexible with work scheduling.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.