Lead Mail Services Coordinator Job at Smith College
If you have any questions about the position or our application process, reach out to us at
Facilities Management
recruiting-u@smith.edu
.
Job Description
Job Summary
Accurately and efficiently process all incoming and outgoing mail and packages, advise departments on mailing options and cost, and operate a retail mail service center. Develop a working knowledge of all departmental functions and work together as supportive team members. Supervise the day to day operations of mailroom facilities and staff in manager's absence. Help ensure all deadlines for mailings are met. Train and direct student staff. Effectively communicate with management, business partners, and all members of the college community on a regular basis.
Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.
Essential Functions
Supervision (20%):
Supervise the operation of the mail services department, determine daily priorities and assign responsibilities in manager's absence. Responsible for supervising up to 15 student workers. Assist with resolution of customer service problems, staff issues, and questions from all members of the community. Train and assist staff in the use of equipment, software programs, and applications pertinent to the operation. Communicate with the department’s up-line manager on a regular basis and assist with the completion of the departmental daily/monthly service and production reports.
Mail and Package Processing (50%):
Process all incoming mail, packages and intercampus mail and make it available to students for pick-up within the stated processing standards. Process all incoming USPS, UPS, FedEx, DHL, Amazon delivery, Five College and intercampus mail and packages for the scheduled pick-up and delivery by the facilities department and Five College mail delivery van. Keep the mailstop sortation work station organized and utilize the most efficient sortation processes to meet the established service standards. Maintain a forwarding data base and utilize the various college address databases to complete the forwarding process. Work at the student mail and package pick-up window to meet customer demand and assist the manager with any student mail issues. Assist with resolinge customer concerns in a timely manner. Assist with the tracking and intelligent package locker systems and troubleshoot issues. Work closely with the mail metering machine vendor, UPS, FedEx, and USPS business partners.
Process Outbound College Mail and Bulk Mailings (15%):
Process all outbound mail at the most appropriate and cost effective rate. Maintain a working knowledge of the most current USPS, UPS and FedEx services, rates and mail piece regulations. Required proficiency in the use of the automated mail metering system to enable the processing of all domestic and international mail daily and submit all departmental chargebacks. Additional responsibilities include assisting with; ordering system supplies, maintaining USPS postage meter levels, and contacting service technicians when required. Bulk mailing duties include; advising customers on mailing options, processing departmental mail lists through the mail list management software, coordination of bulk mailings outsourced to UMASS Mail Services including the internal billing function and managing the USPS permits in Amherst and Northampton, MA.
Operate Retail Mail Center (10%):
Provide the Smith College and Northampton community retail mail center services. Develop a working knowledge of USPS, UPS and FedEx domestic and international mail and package services and rates. Provide a consistent high level of customer service to all customers. Maintain an adequate supply of all USPS shipping boxes, envelopes and supplies. Submit accurate daily/monthly production, BRM, UPS, OneCard and cash reconciliation reports.
Other Duties As Assigned (5%):
Provide backup to and assist other facilities services staff as assigned including customer service and inventory services. Type of work could include but is not limited to answering phones, dispatching staff and data entry. Perform other related duties as assigned.
All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.
Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)
High school diploma or equivalent plus three years mailroom operations experience: or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
Experience working with individuals from diverse backgrounds.
Preferred Qualifications
Associate degree preferred.
Skills
Excellent communication (written and verbal); strong interpersonal skills, including team-working; demonstrated high level of professionalism and attention to detail; ability to interact positively with a variety of diverse constituencies, along with a strong customer-service focus; proficiency with Microsoft Word, Excel and Access (or other database program) and web applications. Knowledge of computer operations as it relates to mail services. Ability to juggle multiple tasks in a fast paced work environment. Familiarity with postal and federal policies, statutes, procedures and regulations. Strong leadership, interpersonal, organizational, and problem solving skills. Ability to work a flexible schedule, which includes evenings and weekends.
Additional Information
Must be able to work standing for long periods of time processing mail, lift up to 50 lbs., and to adjust to a flexible work schedule based on fluctuating work load.
Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application.
You will NOT be able to attach additional files after you have hit the Submit button.
Review of applications will begin
May 8, 2023
Compensation Grade:
Grade N Non-exempt
Position Type:
Regular
About Smith College
Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.
Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at
recruiting-u@smith.edu
.
Diversity and a culture of inclusion among students, staff, faculty, and administration are crucial to the mission and values of Smith College. We are an Affirmative Action/Equal Opportunity employer and do not discriminate on the basis of race, gender, age, color, religions, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.
Please Note :
ajayjain.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, ajayjain.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.