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Mail Room - Printing Reproduction Manager

Carthage College
Wisconsin, United States
Salary Not Specified
Posted Date
May 27, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Facilities Management & Physical Plant, Auxiliary Services, Student Affairs, Disabled Student Services, Other Student Affairs
Employment Type
Full Time
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This position manages all campus mailrooms for students, faculty and staff, oversees the distribution of mail and packages to students. Must lead and supervise one FTE and student employees. Train new staff, assign, and direct employees as needed to fulfill daily goals.. Position requires high level of customer service to communicate with customers, resolve issues and assist with departments and student package requests. Monitor and manage mail routes and package delivery to lockers for on-time arrival. Assign and establish mail stops for every department on campus.

The manager also responsible to provide leadership and first-line supervision of all phases of operations of the Copy Center including: staffing and training students, scheduling and assigning copy production work, communicating with customers regarding their copy production needs, implementing appropriate quality control standards, and coordinating Copy Center operations with postal office staff. The Copy Center supervise and operates digital high-speed monochrome and color copiers and related copy/bindery production equipment, manage inventories of paper and supplies, and perform daily routine maintenance on equipment and color calibration of color printers.

  • Oversee packages scanning process for accuracy.
  • Make sure all packages are received, processed and delivered the same day.
  • Ensure that all outbound mail and packages are metered or otherwise processed in outgoing shipping systems for pick-up by or delivery to carriers at the end of the day.
  • Perform customer service duties such as answering phones and email, and fielding inquiries from faculty, staff and students regarding mail package and delivery service.
  • Complete time collection and payroll submission.
  • Complete deposits and cash receipting as needed.
  • Process outgoing mail and packages as needed.
  • Ensure all staff properly trained and take other required training for certification as required.
  • Must have good supervisory skills, good communication skills with customers and staff, and serve as a good example for staff.
  • Knowledge of cash handling procedure and the sale of accountable paper (postage, stamps, money orders, etc.) as well as credit and debit card processing.
  • Knowledge of USPS rates and classifications.
  • Knowledge of UPS, FedEx and other third party vendor rates and shipping categories.
  • Ability to learn and manage departmental mail delivery routes.
  • Ability to learn to use package tracking and locker system software.
  • Knowledge of Microsoft Office suite, specifically Word and Excel.
  • Coordinate work of printing and reproduction services staff; prioritize and distribute workload, demonstrate proper work methods; train and schedule employees and students.
  • Maintains accurate records of work in progress; checks and logs work orders and prepares monthly report.
  • Establishes quality standards and check completed jobs for adherence to standards; recommends improved techniques and procedures for the office.
  • Maintain supply inventory and orders supplies according to department needs and procedures.
  • Confers with clients (students, faculty and staff) regarding job order processing time and cost effectiveness of various methods and materials; provide estimates of job order costs.
  • Maintain copy center collating and bindery equipment making adjustments as necessary; monitor service contracts and arrange for repair service as required; perform minor repairs and preventive maintenance on equipment as needed.
  • Recommends new equipment purchases to supervisor.
  • Prepare cash deposits and maintains daily cash records; balances departmental accounts and bill user departments.
  • Sets up/or operates the more complicated and involved duplicating coping machines, binary machines, machine stapler, punch press and related equipment to enable operation of printing and production services.
  • Oversees deliveries of finished jobs and coordinates the delivery and receipt of campus jobs.
  • Operate hand scanners, solve issues and call for repairs.
  • Distribute all keys for new and current employees and all keys returns.
  • Keep spread sheet of all keys assignments.
  • Process walking-in jobs.
  • Provides copy paper to various departments on campus.
SUPERVISORY DUTIES : Supervise one part-time employee and students.

QUALIFICATIONS REQUIREMENTS : (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)
  • Must have good supervisory skills, good communication skills with customers and staff, and serve as a good example.
  • Demonstrate the ability to lead a department with multiple locations.
  • Knowledge of intelligent locker systems.
  • Assist staff and students with daily tasks including waiting on customers and sorting mail.
  • Resolve outstanding issues between college mailing services and college employees, USPS, vendors and the public.
  • A high school diploma or the equivalent is required; an associate’s degree in a technical area, such as printing or computer information system is preferred.
  • Experience in higher education environment is preferred. Knowledge of the US Postal System and its operations and familiarity with electronic estimating/billing software.
  • The ability to examine printing products and make adjustments in the quality of the finished product is required. This position unloads, stacks, lifts and carries carton of papers weighing 50 pounds throughout the day.
  • The scope of this position may require night time, holiday, and/or weekend work.
  • Reduce the potential for injury to workers or damage to equipment by complying with and enforcing written safety and evacuation procedure.
  • Contribute to the overall success of the department by performing other essential duties and responsibilities as assigned.


PHYSICAL DEMANDS : (The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more of working time.)

While performing the duties of this job, the employee is occasionally required to stand and/or walk. The employee is frequently required to sit, talk and/or hear, and/or use hands to finger, handle, or touch objects, tools, or controls. The employee is occasionally required to lift up to the 50 pounds while handling supplies and equipment. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT : (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work is performed in an office environment at the Carthage Campus. The noise level in the work environment is moderate and typical.

Institutional Information

Founded in 1847, Carthage College combines an environment of reflection and self-discovery with a culture of high expectation, so that our students uncover and ignite their true potential. As a four-year private liberal arts college with roots in the Lutheran tradition, we place a strong emphasis on both moral and intellectual values. Our prime location in Kenosha, Wisconsin, midway between Chicago and Milwaukee, allows students the opportunity to learn in a professional context. Our beautiful campus, an 80-acre arboretum on the shore of Lake Michigan is home to 150 scholars, 2,600 full-time students, and 400 part-time students. Our rich academic experience equips students with foundational knowledge and skills, preparing graduates to be lifelong learners and to lead meaningful, productive lives.

Carthage College is an equal opportunity employer (EOE) dedicated to the goal of building a culturally diverse community. We welcome applications from a broad spectrum of people, including members of ethnic minorities, women, veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender expression, gender identity, sexual orientation, national origin, protected veteran status or status as an individual with a disability.

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