Mail Services Coordinator
- Employer
- Smith College
- Location
- Massachusetts, United States
- Salary
- Salary Not Specified
- Date posted
- Feb 17, 2021
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Mail Services 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.
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
Process Student Mail/Packages (50%):
Process all incoming mail, packages and intercampus mail and make it available to students for pick-up within the stated processing 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.
Process Faculty/Staff Mail/Packages (15%)
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. Collect and report daily and monthly production metrics as specified.
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 manage all departmental chargebacks. Additional responsibilities include; order system supplies, maintain 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. Maintain and submit accurate daily/monthly production, BRM, UPS, OneCard and cash reconciliation reports.
Other (10%)
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.
Other Functions
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, minimum 2 years related experience
Experience working with individuals from diverse backgrounds.
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 customers, along with a strong customer-service focus; proficiency with Microsoft Word, Excel and Access (or other database program) and web applications. Ability to juggle multiple tasks in a fast paced work environment. 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.
Hours: 10:00 am - 6:00 pm, Tuesday - Saturday
Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . You may combine your resume and cover letter into a single file or attach multiple files to your application, but 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
February 19, 2021
Compensation Grade:
Grade O
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.
Smith College is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, gender, age, color, religion, 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.
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.
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
Process Student Mail/Packages (50%):
Process all incoming mail, packages and intercampus mail and make it available to students for pick-up within the stated processing 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.
Process Faculty/Staff Mail/Packages (15%)
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. Collect and report daily and monthly production metrics as specified.
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 manage all departmental chargebacks. Additional responsibilities include; order system supplies, maintain 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. Maintain and submit accurate daily/monthly production, BRM, UPS, OneCard and cash reconciliation reports.
Other (10%)
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.
Other Functions
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, minimum 2 years related experience
Experience working with individuals from diverse backgrounds.
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 customers, along with a strong customer-service focus; proficiency with Microsoft Word, Excel and Access (or other database program) and web applications. Ability to juggle multiple tasks in a fast paced work environment. 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.
Hours: 10:00 am - 6:00 pm, Tuesday - Saturday
Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . You may combine your resume and cover letter into a single file or attach multiple files to your application, but 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
February 19, 2021
Compensation Grade:
Grade O
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.
Smith College is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, gender, age, color, religion, 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.
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