Mailroom Manager

POSITION SUMMARY:

Under the direction of the Associate Vice President of Physical Plant, the Mail Room Manager oversees all mail room operations of the university. Performs a variety of technical tasks related to the daily mail room, trains assigned student assistants and staff and provides work directions. This position ensures high-quality service to students, faculty, staff, and external partners while overseeing all incoming and outgoing mail processes

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

• Coordinate mail room activities, including the delivery of mail; sort, route, and distribute mail to departments, staff, and faculty; package and label products for distribution in accordance with requisition directions; assign and maintain faculty mailboxes.
• Train and provide work directions to assigned student assistants and staff; assign and review work; work with employees to improve work performance; assure compliance with procedures.
• Maintain and monitor the postage meter machine and label machine; monitor and implement postal regulations, fees, and standards; maintain mailroom equipment; monitor and update maintenance records; arrange for service of equipment as needed.
• Distribute a variety of confidential materials, including letters, grants, and personnel reports.
• Prepare special mailings, including express mail and registered mail; coordinate and oversee bulk mailings; estimate funds needed for projects; communicate with other departments concerning bulk mailings and prices.
• Maintains records of postal expenditures according to department; submits totals to the proper departments; responds to requests for information from faculty and staff concerning postal regulations and procedures.
• Inventory and maintain levels of mailroom materials, supplies, and equipment; place orders as needed; arrange for service of equipment as needed.
• Prepare various reports on mailroom operations and activities, including postage and tracking reports.
• Assist in preparing annual budget for projected office supplies and mail service needs of the main campus and off-campus facilities; analyze postage funding account to ensure sufficient funding is available.

SUPERVISION RECEIVED:

Incumbent independently performs complex assignments following established standard practices; questions and resolves sub-standard conditions.

SUPERVISION EXERCISED:

Supervisory responsibility: train and direct the work of hourly staff, college work-study students, and graduate assistants.

POSITION QUALIFICATIONS/SPECIFICATIONS:

High school degree required, mailroom experience preferred, demonstrating a thorough knowledge and proven proficiency with office practices and procedures, or an equivalent combination of experience and training required.

• Demonstrated knowledge of mail room procedures, methods, techniques, and equipment.
• Excellent interpersonal and communication skills.
• Above-average knowledge of MS Office (Word/Excel) essential. Ability to create and modify spreadsheets using Excel.
• Ability to initiate, manage, and complete projects.
• Prior supervisory experience required; ability to motivate assigned staff.
• Strong computational and analytical skills required to perform research and analysis.
• Above-average problem-solving skills required.
• Excellent customer service to include professional appearance and demeanor in meeting the public and dealing with people using tact, poise, patience, and courtesy.
• Works regularly with information requiring utmost discretion and integrity.
• Must be a self-starter, able to work under pressure, and meet established deadlines.
• Physical requirements include lifting to 50 pounds.
• Bilingual preferred.