Mail Svcs Supervising Clrk III

About the role

Assists with mail operations and distribution facility, including the Bulk Mail area, the Presort/Meter area, the intramural mail section, and incoming mail. Understands all task specific processes and procedures regarding mail processing and pertinent US Postal regulations. May lead work duties within the unit to ensure work schedules are maintained.

Responsibilities

• Performs operational duties for department, including operating special postal software and machines
• Establishes and maintains production schedules for mail lists, bulk mail production, and other mail delivery services
• Consults with departments to plan and schedule standard and variable data, maintains all relevant records according to University guidelines, and maintains suitable inventory of postal supplies
• Schedules and prioritizes processing times based on customer expectations and department guidelines
• Collects production data for management reports
• Monitors division goals
• Makes recommendations in regards to hiring and promotions, appraises performance, counsels, disciplines and/or makes recommendations for disciplining action
• Develops and implements training activities to ensure high standards of performance
• Distributes daily work assignments and directs front line staff, including full time, student, and temporary workers
• Prioritizes work and oversees its completion
• Instructs all staff regarding policies and procedures, records notes to file, and recommends any necessary discipline
• Participates in management meetings, both departmental and divisional
• Assumes responsibility for the department in the absence of the supervisor
• Analyzes, manages, and prepares databases
• Imports, exports, and processes electronic databases of various formats
• Utilizes specialized software to ensure lists are certified according to USPS requirements
• Completes visual inspection and manual data entry to supplement computer processing logic
• Merges and purges multiple lists and encodes databases in proper sequence with corresponding endorsement lines and barcodes, including full-service intelligent mail barcodes
• Follows all University procedures regarding confidentiality and HIPPA security measures concerning database management
• Acts as a technical advisor to University departments on mailing matters and answers detailed questions regarding Mail Services' processes and USPS postal rates and regulations
• Clarifies customer's expectations, informs customers of the status of their mail, and provides processing and postage quotations
• Ensures all materials produced and processed meet customer expectations, USPS regulations, and department standards
• Ensures staff follows all quality control processes
• Determines and implements appropriate actions when necessary
• Investigates errors and recommends solutions to Supervisor
• Prepares routine financial statements/accounting reports in accordance with departmental format
• Analyzes and utilizes production and human resource data to ensure efficiency
• Reviews and finalizes daily bulk mail requisition sales
• Responsible for retention and storage of financial records in accordance with University policy and proper accounting principles
• Maintains safe and secure environment in accordance with University and department guidelines
• Ensures all employees are trained to use University equipment properly and safely
• Ensures all employees are up to date with USPS security processes and procedures
• Maintains and updates the department's Disaster Recovery and Contingency plan
• Instructs new hires on policies and procedures, postal regulations, department standards, and how to use assigned equipment
• Monitors staff training and certification files
• Other duties as assigned

Qualifications

• Associate's degree and 2 years of relevant experience, including large volume mail production required
• Or equivalent combination of education and experience
• Previous supervisory experience preferred

Licenses and certifications

• USPS Mail Design Professional within 1 year preferred
• Bowe Bell & Howell within 1 year preferred
• BCC - Board Certified Chaplain Mail Manager Software certifications within 1 year preferred

Pay

$19.04 - $26.63

Schedule

Full time, 40 hours per week, Day shift (UR - Day)