Mail and Package Services Assistant

Job Description
Department:
Mail Services Center - JM
Pay Rate Type:
Hourly
Employee Type:
Job Summary:Student Post Office and Mail Service Center
Full-Time, Non-Exempt, Hourly, Staff Appointment

Reporting to the supervisor of mail and package services, the mail and package services assistant assists the supervisor in all key responsibilities and functions including the package delivery and mail operations for the campus. This position operates in two locations in Cotter Union, the mail service center (lower level of the Colby Bookstore) and the student post office on the main level of Cotter Union. This position will ensure the efficient and effective delivery of all incoming and outgoing mail and packages delivered to campus. In addition, the lead will maintain current industry practices, prepare all regular reports to internal partners and external agencies, and provide training (including cross-training) 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.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

  • Provide high level of customer service for mail and package services using knowledge of logistics
  • Respond to customer complaints, including lost, late, or damaged mail to resolve issues
  • Provide information and guidance concerning postal procedures, processes, schedules, costs, and regulations to assist customers and colleagues
  • Assist in the timely acceptance, sorting, and delivery of all incoming mail and packages for the campus from all carriers: USPS, UPS, FedEx, and other similar carriers
  • Ensure all outgoing mail at both locations is prepared properly (weighed and affixed with the appropriate postage) and ready for daily USPS, UPS, and FedEx pickups
  • Organize and perform tasks to meet deadlines, create student schedules, ensure students receive sufficient training to perform required job duties and related tasks
  • Coordinate tasks of student workers in two locations in Cotter Union, the mail service center and the student post office
  • Assist in implementing all USPS postal rates across all mail classes, keep campus population advised of upcoming rate changes by USPS and all package carriers
  • Maintain awareness of annual operating budget, ensure compliance with College financial goals and policies
  • Recommend cost-saving opportunities or other financial incentives and work to implement necessary changes
  • Operate and maintain postage metering machine to affix postage to letters and packages
  • Transport and handle heavy goods
  • Operate UPS and FedEx postage metering systems to process mail
  • Receive and sign for accountable mail
  • Assist with the pre-sorting of all US Mail to ensure the appropriate delivery codes are affixed
  • Properly receive special shipments such as medicines and perishables
  • Assist with the secure receipt of cash for transactions and the accurate reconciliation of all ledgers and account balances
  • Maintain up-to-date practices satisfying all mailing standards and USPS regulations
  • Support the reconciliation of accounting reports for USPS and the maintenance of sufficient inventory when needed
  • Provide backup support and serve as a resource to other employees, including the operation of mailroom equipment
  • Assist with conducting periodic information sessions and training to the campus community on mail and package delivery initiatives
  • Follow all safety rules and regulations
  • Perform an annual self-appraisal and work with the supervisor 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:

  • High School diploma or equivalent required; post-secondary education is preferred
  • Knowledge of mailing regulations is required
  • Previous experience with mailing and shipping is preferred
  • Ability to provide superior customer service
  • Excellent interpersonal, communication, and organizational skills with a high level of motivation and ability to multi-task and prioritize
  • Knowledge of computer equipment, necessary software, and other technological equipment and processes is required
  • Must be able to work independently, exercise judgment, and complete projects with minimal supervision as well as to adjust as new projects are assigned
  • Attention to detail and accuracy are critical
  • Must have the ability to lift up to 50 pounds
  • Ability to 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.

General open office and campus environment. 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/wrist motion is also necessary. Work on certain Saturdays may be required depending on volume of work.

TO APPLY :

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

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


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