"Shipping & Receiving Assistant"

Position Summary

Located 45 minutes from the Nations Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among Americas top 100 producers of Minority Associate Degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The Shipping & Receiving Assistant works under the close supervision of the Shipping and Receiving Manager in performing the daily shipping and receiving activities of the loading dock. The individual in this position assists in the coordination of large deliveries, equipment, and furnishings movement with the College personnel by arranging for the removal of items which are to be either transferred or discarded and for the delivery and placement of new items. Additionally, the Shipping & Receiving Assistant assists with the asset tracking and selling of surplus items on the Colleges govdeals auction website.

Reports to: Manager, Shipping and Receiving

The hiring salary for this position will be from the min to mid-point of the salary range advertised. This position is open until filled.

Specific Duties and Responsibilities

50% Receiving and Shipping Processing

• Accept incoming deliveries, inspect packages for visible damage, and notify the appropriate department or individual.
• Investigate and identify packages lacking recipient or department information.
• Receive items in the financial software system (Colleague) when accompanied by a valid college purchase order.
• Assist in preparing, labeling, and coordinating outgoing packages.
• Support the delivery of parcel packages using the daily receiving log and financial software system.
• Notify recipients of deliveries and obtain signatures upon receipt.
• Maintain accurate logbooks and spreadsheets for daily, overnight, and priority deliveries.
• Identify incoming hazardous materials and report them to the Health and Safety Coordinator for proper handling.
• Collaborate with staff to identify fixed assets and determine appropriate locations for tagging and documentation.
• Utilize UPS software to input package details and ensure accurate cost allocation for outgoing shipments.
• Generate and affix shipping labels to outgoing packages.
• Contact appropriate courier services to arrange package pickups.
• Assist with processing correspondence, requisitions, work orders, and document filing.
• Help receive and distribute furniture via the loading dock, move surplus items to storage, label items for delivery, and relay surplus furniture requests to the supervisor.
• Contact departments to confirm delivery locations for large items, equipment, and furnishings.
• Generate work order tickets for facilities staff to deliver large items.
• Assist with the delivery of new vehicles, including inspection, VIN verification, and paperwork processing.

30% Inventory and Asset Processing

• Assist in preparing assets for auction or donation by collecting necessary documentation, taking photographs, and organizing files.
• Meet with prospective buyers to present and discuss auction items.
• Schedule item pickups with winning bidders and oversee the accurate handoff of purchased items.
• Send fixed asset documentation to the appropriate staff members.
• Maintain and update the asset tracking spreadsheet to reflect current status and changes.
• Dispose of assets in compliance with applicable organizational policies and procedures.
• Help maintain accurate inventory records using both manual logs and spreadsheets.
• Participate in periodic inventory counts, including end-of-year audits.
• Assist in conducting physical inventories of fixed assets to ensure accuracy and accountability.

20% Regulatory and Compliance

• Collaborate on internal and external audit processes by preparing required documentation and reports in a timely and accurate manner.
• Ensure proper disposal of electronic and physical records in alignment with the organization's record retention policies and regulatory requirements.
• Safeguard sensitive and non-public information, maintaining strict confidentiality in accordance with company policies and legal standards.

Reports to: Manager, Shipping and Receiving

Performs other related duties as assigned.

Minimum Education and Training

• High school diploma or equivalent required.
• Minimum 1-year experience in shipping/receiving capacity or related experience.

Minimum Qualifications and Standards Required

Knowledge, Skills, and Abilities

• Ability to operate manual pallet jack.
• Demonstrated knowledge of Microsoft Office Suites.
• Ability to function under pressure.
• Attention to detail and strong organizational skills required.
• Excellent oral, written, and interpersonal communication skills

PHYSICAL DEMANDS
The work is heavy work which requires lifting up to 70lbs and using equipment to move pallets and other heavy objects. Occasional exposure to hazardous items and weather as the receiving and shipping doors are opened for packages.

WORK ENVIRONMENT
Work is performed in a relatively safe and secure environment.