Mailroom Specialist

Job Title: Mailroom Specialist
Job Type: Full-time
Department Hours: Monday Friday 8:30 AM 5:00 PM
Location: Virginia Beach Virginia
Hiring Range: $19 - $21 per hour
(Higher compensation may be considered based on experience qualifications and internal equity)


All of us at Chartway stand united in our strong culture of listening and learning. We treat people with respect integrity and kindness and are committed to continuously developing a diverse and inclusive workplace where team members are empowered to be their authentic selves. All backgrounds viewpoints and life experiences are welcome knowing this commitment strengthens our credit union family and communities.

Responsible to the Facilities Manager for all phases of supply ordering supply inventory management and accurate processing and distribution of incoming and outgoing mail. Maintains internal controls and records to efficiently manage stock levels and replenishment needs. Ensures supply requisition orders are filled and that each department is billed correctly.

Responsible and Accountable for:

• Receives approves and fills supply orders for all branches departments and the enterprise
• Ensure supply stocks are properly maintained and replenished as needed
• Maintains computer records of supply requisitions and charges ensuring each branch and department is billed correctly
• Verifies accuracy and approves supply and UPS invoices for payment
• Check shipments to ensure quality and quantity of purchased items
• Monitor all purchase requisitions and handle adjustments with vendors
• Updates supply catalog as needed. Coordinate with Accounting on invoices and purchase orders
• Perform research activities to determine a list of possible vendors
• Coordinate order status report submissions from suppliers. Resolve changes and discrepancies and update purchase order information accordingly
• Routine purchase order review and follow-up and expediting of orders
• Receive sort and count incoming mail and distribute it to appropriate department
• Accept outgoing mail to sort count weigh and apply postage
• Maintain details log of incoming USPS UPS FEDEX Staples Legal Documents and miscellaneous items and notify appropriate team member(s)
• Collect and distribute interoffice mail periodically during the week and as needed upon request
• Establish and maintain quality controls to assure accuracy in work
• Communicate professionally and courteously with suppliers to build and maintain healthy business relationships
• Provides solutions to management for streamlining processes and reducing costs
• Provides access to and remove/maintain team member UPS and Staples accounts
• Acts as the liaison among team members and shipping and supply vendors
• Partner with Human Resources team to prepare label and distribute name tags for new hires
• Assists team members as requested with printing scanning mailing shipping labels and other special projects
• Receive log and submit invoices for building maintenance and supplies
• Maintains café inventory and supplies for Headquarters
• Other duties as assigned

Knowledge Skills and Abilities:

• Ability to open sort and accurately distribute all incoming mail daily (Postal FedEx UPS courier etc.) and sort count weigh and apply postage to outgoing mail and packages utilizing UPS or similar web-based programs
• Ability to maintain document tracking logs for both outbound and incoming mail/documents using Excel and/or similar database software programs
• Good verbal and written communication interpersonal organizational and time management skills
• Maintain professional attitude at all times
• Ability to prepare reports
• Ability to pay attention to details and accurately distribute mail
• Proficiency in Excel Word Outlook postage system and inventory management
• Ability to maintain building security by monitoring courier access to the mailroom

Education and Experience:

• Associate degree or equivalent experience preferred
• Approximately 3-5 years as a purchasing agent or equivalent position preferred

Chartway offers a competitive salary and a comprehensive benefits package. Candidates must have a good credit history for consideration. Salary requirements must be included and resumes must be accompanied by a Chartway Employment Application for consideration.

Chartway Federal Credit Union is an EOE/M/F/Disability/Vet Employer.

If a reasonable accommodation is needed for the job interview process please contact our Talent Acquisition Team at 1- extension 45863 or email us at

Required Experience:

IC