Supervisor of Mail and Package Services

Location
Maine, United States
Salary
Salary Not Specified
Posted
Aug 24, 2020
Employment Type
Full Time
Job Description
Department:
Mail Services Management
Pay Rate Type:
Salary
Employee Type:
Job Summary:Reporting to the Office of Financial Planning, the supervisor of mail and package services is responsible for the package delivery and mail operations for the campus overseeing two locations in Cotter Union, the package delivery area in the Colby Bookstore lower level and the student post office on the main level of Student Union. This position ensures the efficient and effective delivery of all incoming mail and packages, outgoing mail and packages, and deliveries to the campus. The supervisor will maintain up to date, industry standard, practices and be responsible for all regular reports to internal partners and external agencies. In addition, this position provides training (including cross-training) and supervision of full-time staff and student workers. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

Supervisor of Mail and Package Services

Mail Service Center and Student Post Office

Full-Time, Exempt, Salaried, Administrative Staff Appointment

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

  • Supervise staff and student workers in two locations in Cotter Union, the package center and the student post office
  • Organize and assign tasks to meet deadlines, manage all staff schedules, evaluate and document employee performance, interview new employees, and ensure staff and students receive sufficient training to perform required job duties
  • Review, implement, and promote United States Postal Service (USPS) regulations for the College, update as needed
  • Conduct periodic information sessions and training to the campus community on mail and package delivery initiatives
  • Cross-train employees to ensure tasks at both locations are known by all staff and students for additional support and coverage
  • Manage annual operating budget and ensure compliance with College financial goals and policies
  • Actively seek cost-saving opportunities or other financial incentives and work with staff and students to implement necessary changes
  • Work closely with the Office of Financial Planning on implementation of financial management strategies and suggestions
  • Implement USPS postal rates across all mail classes; keep campus population advised of upcoming rate changes by USPS and all package carriers
  • Oversee timely acceptance, sorting, and delivery of all incoming mail and packages for the campus from all carriers including USPS, UPS, FedEx, and all other similar carriers and delivery persons
  • Ensure outgoing mail at both locations is prepared properly (weighed and affixed with appropriate postage according to type of delivery) and ready for USPS, UPS,FedEx, or other carrier pickup; oversee the pre-sorting of all US Mail to ensure the appropriate delivery codes are affixed
  • Properly receive special shipments such as medicines and perishables
  • Ensure the secure receipt of cash for transactions and accurate reconciliation of all ledgers and account balances
  • Maintain up-to-date practices satisfying all mailing standards and USPS regulations
  • Oversee the reconciliation of accounting reports for USPS, including 1412 report and maintainenance of sufficient inventory
  • Provide backup support and serve as a resource to other departmental employees, including the operation of mailroom equipment
  • Maintain information on mail and package services website; work with Colby’s Office of Information Technology Services (ITS) on related website maintenance and improvements
  • Provide Office of Financial Planning with analysis and updates on performance metrics
  • Follows all safety rules and procedures
  • Perform an annual self-appraisal and work with Office of Financial Planning to establish annual goals
  • Communicate effectively and personably with a diverse community of people
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


QUALIFICATIONS:

  • Bachelor’s degree or the equivalent in education and experience
  • 3-5 years of experience in a supervisory role
  • Expertise of USPS and other mailing regulations is required
  • Previous experience with mailing and shipping is preferred
  • Knowledge of computer equipment, necessary software, and other technological equipment and processes is required
  • High level of organizational ability and staff development skills required
  • Excellent written and oral communication skills are necessary
  • Ability to analyze and present data using spreadsheets is preferred
  • Must have the ability to lift up to 50 pounds
  • Proven leadership and ability to motivate people, work cooperatively, communicate effectively with the team and campus community, solve problems, make decisions, and effectively manage personnel
  • Ability to work independently and as a member of a team, establish priorities, and work collaboratively as a member of a diverse community


KEY RELATIONSHIPS:

The position has significant interaction with faculty, staff, students, peers, and the Colby community.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

The work environment characteristics described herein are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to perform the essential functions.

Position involves some sitting, though frequent movement is necessary. Must have the ability to lift up to 50 pounds. Position will involve considerable walking, standing in place, bending, twisting, and reaching. Computer usage involving repetitive hand/writing motion is also necessary. Work on certain Saturdays may be required depending on service demands.

TO APPLY :

Interested candidates should apply electronically by clicking the 'Apply' button on the Colby College website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

Supervisor of Mail and Package Services - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855


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