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Common Services Assistant

Brookdale Community College
United States, New Jersey, Lincroft
June 14, 2024
Position Details
Position Information

Job Title Common Services Assistant
Working Title Common Services Assistant
Applicant Posting Category Dropdown Professional Staff
Residency Requirement NJ Residency
Department Common Services-Administration
Location Lincroft
Job Type Full Time
Job Category Support Staff/Represented
Pay Rate $36,901
Grade/Rank N2
Hours 37.5
Pay Basis Annually
Position Summary
Support the Common Services Department through the expediting of receiving, shipping materials and mail services. Compile, sort, record, process, inventory and distribute all incoming and outgoing materials and freight. Provide customer service to internal and external customer. Performs related clerical tasks.
Description of Duties
Customer Service

  • Provide phone and face to face customer service support to internal and external customers. Respond inquiries, resolving routine problems and questions. Refer calls and questions of a complex nature to the supervisor.
  • Help internal and external customers with various tasks regarding mail services, shipping, and receiving.

Departmental Duties

  • Keep supervisor informed of events or problems that affect daily operations.
  • Operate all Common Services vehicles and equipment including electric and manual pallet jack in a safe manner. Inspect vehicles, fork lift and pallet jack for safe operation before each use.
  • Follow department procedures for the handling of potentially hazardous material and participate in safety training classes.
  • Demonstrate use of equipment to co-workers or answer questions pertaining to department procedures.
  • Maintain appropriate files and records utilizing Microsoft office or other software as necessary.
  • Maintain knowledge of college organization structure.
  • Maintain a safe, clean and organized work area.
  • Perform other clerical and department duties as assigned.

Specific Functions
Perform specific functions as assigned and scheduled by supervisor, including but not limited to:

  • Shipping and Receiving.
  • Review and reconcile bills of lading for incoming merchandise, inspects condition of merchandise received.
  • Receive and process incoming and outgoing shipments.
  • Inspect each order for proper quantity, product specifications, and condition of goods upon arrival. Shipments must be packaged properly and have a RMA # for return.
  • Record the condition of the items in the shipment utilizing a handheld scanner or by manually entering the data in Arrival and Colleague software. The appropriate departments then receive the data that has been collected. Any shipment discrepancies are addressed by interacting with the purchasing department, shipper, vendor, driver or Common Services Supervisor.
  • Respond to requests for information, operating laws, college rules and regulations pertaining to processing packages, freight or mail.
  • Goods such as perishables, rush orders, overnight and priority courier items are logged, prioritized and delivered to the appropriate destinations in a timely manner. All items must be signed off by recipient and logged.
  • Notify the Inventory Control staff of all items eligible for inventory tagging.
  • Notify vendors of damage or inaccuracies of shipment.
  • Assist in unloading and storing of materials received.
  • Receiving databases utilized such as Arrival, Colleague, trouble reports, and department related spreadsheets are to be kept current. Data is provided upon request. Stewardship practices for the receiving area is demonstrated daily by maintaining a safe, clean and organized work area.

Mail Services

  • Collect and distribute on a regular schedule all internal College Mail, USPS mail, Parcel Post, Air Freight, UPS, Air Express, textbooks, and materials delivered by Common Carrier for the College and extension sites in accordance of US Postal Regulations. Determine the proper dispersal of mail, catalogues, and other supplies or materials to appropriate departments in a timely manner. Emphasis of the work is on the accurate and rapid processing of the mail.
  • Operate computer generated mail systems: i.e.; bulk mail, zip code tagger, letter insertion machine, postage metering machines, address labeling machine. Manipulate bulk mailing software programs to determine class of mail and proper sort schemes to attain the most economical postage rates for each mailing.
  • Determine proper postage and rate comparison shipping cost for the most economical rates. Affix postage, weigh envelopes and parcels, calculate postage, sort, bundle and mark accordingly.
  • Maintain daily records of departmental postage use, enter proper Postage charge backs for individual departments and generate daily and weekly postage reports.
  • Assign proper bar-codes to First Class Mail to meet all USPS accuracy requirements and assign bar-codes to mail for best possible sort scheme and postage rates for destination entry by zip code.
  • Make corrections to mailing addresses on list received from various departments deleting extraneous information and adding pertinent information.
  • Act as a liaison between the college and the Post Office to determine the latest changes in methods and procedures that affect the college.


  • Deliver and pick up material to other sites on and off campus.
  • Travel to off campus locations is required as needed.

Minimum Qualifications

  • High School graduation or an equivalent.

  • One year of directly related experience.

  • Ability to perform simple mathematical calculations.
  • Good communication, interpersonal and organizational skills are necessary.
  • Ability to input and retrieve data from a computer system.
  • Basic understanding of US Postal Service rules and regulations, rates for processing US mail are necessary. Ability to learn and apply office practices, procedures, policies, and regulations that are essential to the position.
  • Computer literacy skills at an intermediate level with the demonstrated ability to utilize and apply Microsoft Office Suite as well as specialized software programs and computer applications.
  • Forklift operations requires up to date certification.
  • Valid N.J. driver's license.

Preferred Qualifications & Special Considerations
Knowledge of Monmouth County and its communities.

Must be able to continuously push, pull, and lift up to 70lbs with the use of protective equipment or special tools. Also requires bending, reaching, stooping, crouching or standing for long periods. The demands of the job require good vision to perform visual inspections of merchandise and equipment in question, as well as strength and stamina due to the time spent standing and moving the shipments which can have a considerable amount of weight. Will spend limited amount of time working outdoors being exposed to minor levels of discomfort from heat, cold, humidity and moisture. Frequent traveling between buildings on campus and to Brookdale regional locations.
Posting Detail Information

Requisition Number S204P
Desired Start Date
Duration, If Temporary
Recommended Job Open Date 11/03/2023
Job Close Date
Open Until Filled Yes
Special Instructions to Applicants
**A review of applications will be ongoing until the position is filled. Submission
of application materials is preferred by November 17th, 2023 to ensure full consideration.
Applied = 0