Mailroom Operations Supervisor

About the role

Maximus is seeking a Mailroom Operations Supervisor to oversee daily mailroom operations, staff, and vendor management while ensuring the timely, accurate, and efficient processing of incoming and outgoing mail. This onsite role in Harrisburg, PA is responsible for supervising mailroom personnel, managing vendor deliverables, monitoring inventory and mailroom supplies, maintaining operational reports, and ensuring all mailroom processes meet established quality and performance standards.

The ideal candidate has strong leadership, organizational, and problem-solving skills, along with exceptional attention to detail and experience managing mailroom operations, vendor relationships, inventory, and reporting. This position requires quarterly travel to visit the print vendor and support operational oversight.

Responsibilities

• Provide ongoing supervision to assigned staff.
• Report issues, problems, and concerns to management.
• Compile and analyze weekly production statistics.
• Monitor workload and coordinate schedules with Work Force Management.
• Coach team, set expectations, conduct performance appraisals, and provide career development, corrective action, and recognition for assigned staff.
• Monitor team performance to ensure team/project meets Service Level Agreements.
• Provide staff performance feedback and mentoring to continuously meet and exceed individual goals.
• Evaluate the need for training to ensure specialists maintain current knowledge of multiple programs.
• Provide the Manager with updates on all issues regarding quality, training, policy, procedures, personnel, and departmental performance levels.
• Ensure compliance with company Wage & Hour policy, including ensuring non-exempt employees get the rest & meal breaks.
• Comply with all company required policies, procedures, and processes including but not limited to required training.
• Oversee vendor deliverables and ensure materials meet quality and production standards.
• Review, edit, and verify documents and materials prior to production.
• Conduct quality assurance reviews to identify errors, inconsistencies, and opportunities for improvement.
• Maintain accurate inventory records and monitor inventory levels.
• Create, update, and track inventory reports using Microsoft Excel.
• Analyze inventory data and provide reporting updates to internal stakeholders.
• Collaborate with finance teams regarding inventory tracking, reporting, and reconciliation.
• Communicate effectively with vendors and internal teams to ensure deadlines and quality expectations are met.
• Travel quarterly to visit the print vendor and support operational oversight.
• Complete daily mailroom operations, including receiving, sorting, opening, scanning, indexing, and distributing incoming and outgoing mail.
• Ensure all documents are accurately scanned, uploaded, and routed to the appropriate systems and departments in a timely manner.
• Maintain document quality by reviewing scanned images for completeness, accuracy, and legibility.
• Track mail and document processing to ensure service level agreements (SLAs) and production deadlines are met.
• Coordinate with internal teams and external vendors to resolve mail or document processing issues.
• Maintain confidentiality and security of sensitive documents while adhering to company policies and compliance requirements.
• Support inventory management of mailroom supplies and equipment, and report operational issues as needed.

Requirements

• Bachelor's degree in relevant field of study and 3+ years of relevant professional experience required, or equivalent combination of education and experience.
• Strong Microsoft Excel skills with experience tracking inventory, creating reports, and maintaining data accuracy.
• Experience reviewing, editing, and quality-checking materials before production.
• Strong attention to detail and ability to identify discrepancies.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong organizational and problem-solving skills.
• Prior vendor oversight experience is strongly preferred.
• Experience managing vendor deliverables and production timelines.
• Experience conducting quality reviews and ensuring compliance with established standards.
• Experience supporting mailroom, print production, document processing, or operations environments.
• Strong ability to communicate professionally with vendors, finance teams, and internal stakeholders.
• Experience supporting the Pennsylvania Enrollment Assistance Program (PA EAP) or Pennsylvania Independent Enrollment Broker Program (PA IEB).
• Willing and able to work onsite in Harrisburg, PA.

Benefits

• Professional Development Opportunities: Participate in training programs, workshops, and conferences.
• Maximus Wellness Program and Resources: Access a range of wellness programs and resources tailored to your needs.
• Employee Perks and Discounts: Additional benefits and discounts exclusively for employees.
• Tuition Reimbursement: Invest in your ongoing education and development.
• Recognition Platform: Acknowledge and appreciate outstanding employee contributions.
• Holistic Wellness Support: Access resources for physical, emotional, and financial wellness through our Employee Assistance Program (EAP).
• Paid Time Off Package: Enjoy PTO, Holidays, and sick leave, along with Short- and Long-Term Disability coverage.
• Future Planning: Prepare for retirement with our 401K Retirement Savings plan and Company Matching.
• Comprehensive Insurance Coverage: Choose from various plans, including Medical, Dental, Vision, Prescription, and partially funded HSA. Additionally, enjoy Life insurance benefits and discounts on Auto, Home, Renter's, and Pet insurance.
• Competitive Compensation: Quarterly bonuses based on performance.

Pay

Minimum Salary: $55,000.00

Maximum Salary: $62,000.00