Shipping and Receiving Clerk-Prairie Research Institute
University of Illinois Urbana-Champaign
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Prairie Research Institute
Illinois is a world leader in research, teaching, and public engagement. We serve the state, the nation, and the world by creating knowledge, preparing students for lives of impact, and addressing critical societal needs through the transfer and application of knowledge. Illinois is the place where we embrace difference. We embrace it because we value it. Illinois is especially interested in candidates who can contribute, through their research, teaching, and/or service, to the diversity and excellence of the Illinois community.
The Prairie Research Institute (PRI), a research and service institute of the University of Illinois at Urbana-Champaign centrally located between Chicago, St. Louis, and Indianapolis, houses five large scientific surveys covering a wide range of expertise including biology, water resources, climate, geology, sustainable technology, and archaeology. PRI’s mission is to provide objective, integrated scientific research and service that allow citizens and decision-makers to make choices that ensure sustainable economic development, enduring environmental quality, and cultural resource preservation for the people, businesses, and governments of Illinois. Learn more at go.illinois.edu/PRIjobs.
Job Summary
Manage the PRI's centralized receiving and mail operations.Duties & Responsibilities
- Centralized Receiving Management Independently manage all receiving and mailroom operations for both inventoried and non-inventoried items across all five departmental units, including logging, tracking, and data entry. Identify and categorize incoming shipments as purchases, materials for partner contract agencies, refrigerated products, service technician equipment, materials submitted for analysis, or personal deliveries. Utilize hazardous materials training to identify hazardous shipments and determine appropriate short-term storage and delivery methods. Contact the PRI Office of Safety for hazardous materials concerns and assistance beyond the scope of training. Prioritize shipment processing based on request urgency, departmental protocols, scientific requirements, and temperature sensitivity. Inspect incoming purchases to verify item condition, order accuracy, and fulfillment status. Record received purchased shipments and associated documentation in the PRI Purchase Request Management (PRM) application. Notify recipients upon receipt and final delivery of items. Report incorrect or damaged shipments to the recipient and the PRI Purchasing team. Assist with returning damaged items to the vendor. Assist with the return process for problem orders.
- Delivery Tracking Serve as the primary monitor for the PRI Shipping and Receiving group email alias, responding to inquiries or redirecting them to management as appropriate. Create and maintain both electronic and physical files for all receiving documentation.
- Delivery and dock management Deliver items to end users at various PRI buildings or notify them when items are ready for pick-up. Ensure Dock A remains clear and safe for vendors during inclement weather. Operate a departmental fleet vehicle to transport mail and packages between locations. Coordinate and receive locally delivered items that cannot be sent to the Central Receiving Dock. Assist with relocating and disposing of equipment within the Institute.
- Mail Room Management Receive, pick up, sort, and process U.S. mail, UPS, FedEx and campus mail; serve as liaison with all delivery services. Sort and distribute mail to PRI employee mailboxes. Contact recipients upon receipt of their shipments. Process shipping and mailing requests, preparing all outgoing items for shipping vendor pick up. Create and update shipment profiles for special projects requiring specialized delivery services. Ensure timely pickup and delivery of outgoing UPS and FedEx shipments. Relay calls and messages to staff regarding mailroom needs and deliveries. Research special domestic and international mailing requirements, including rates, customs forms, and shipping regulations. Determine the most efficient shipping method and ensure compliance with postal and carrier regulations. Stay current with shipping policies, rules, and regulations. Coordinate copy paper deliveries to other PRI buildings. Communicate with freight vendors to schedule and accommodate deliveries. Create and manage online and physical forms for reporting and recording received items. Develop and maintain operations manual and training materials for backup personnel.
- Inventory Management Apply property tags to inventoried equipment and enter additional inventory details into the PRM system, which the PRI inventory manager uses to record or update assets in FABweb, the University’s inventory and asset tracking database.
- Other Perform other duties as needed to further the mission and goals of the PRI and the University of Illinois. Keep abreast of developments within receiving department.
Additional Physical Demands
Must be able to climb stairs and move or handle bulky items weighing up to 50 pounds. May occasionally work in less-than-optimal weather conditions while transporting mail and packages.Minimum Qualifications
High school diploma or equivalent. Possession of a Valid Driver’s License at the time of hire, which is to be maintained over the course of employment. Completion of DOT Hazardous Material Training within probationary period.
Preferred Qualifications
DOT Hazardous Material Training.
Knowledge, Skills and Abilities
- Proficiency in commonly used software and databases, including but not limited to Microsoft Office (Word, Excel), FABweb, and iBuy. Knowledge of current U.S. Postal Service, FedEx, UPS, and other shipping company policies, particularly regarding international shipments, customs regulations, and handling of perishable, fragile and hazardous items. Knowledgeable in the safe operation of manual pallet jacks, mechanical dock lifts/levelers, and box cutters. Strong communication, customer service, interpersonal, collaboration, organizational, teamwork, and leadership skills. Demonstrated ability to perform effectively in fast-paced, diverse work environment with multiple shifting priorities and stringent deadlines, all under minimal supervision. Detail-oriented with sound judgment, strong initiative, and excellent problem-solving skills.
Appointment Information
This is a 100% full-time Civil Service 0801 - Shipping/Receiving Clerk position, appointed on a 12-month basis. The entry salary for this position is
$35,940.58. The expected start date is as soon as possible after 8/18/2025. Salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on Thursday, July 31, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Megan Weeks, mkweeks@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
Requisition ID: 1031854
Job Category: Service and Food Operations
Apply at: https://jobs.illinois.edu
This job is no longer accepting applications
See open jobs at University of Illinois Urbana-Champaign .See open jobs similar to "Shipping and Receiving Clerk-Prairie Research Institute" AnitaB.org.