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Mail Services Specialist
Summary
MAIL SERVICES SPECIALIST - OFFICE OF COMMUNICATIONS
PURPOSE: The purpose of this position is to coordinate mail services on behalf of County departments, including receiving and distributing inter-office mail, USPS mail and organizing bulk mailings, along with handling package shipments via UPS and FedEx. Performs clerical duties to support department. The work is performed under the direction of the Print/Mail Services Manager.
JOB DESCRIPTION:
•Collects, receives, sorts and transports all inter-office mail, print shop orders, County correspondence and various items to and from County governmental facilities, ensuring proper confidentiality and security of items handled during transport.
•Sorts mail according to size, weight, insured, certified, or return receipt; sorts internal mail according to campus/on-campus and departments.
•Monitors postage equipment to maintain proper postage and informs manager when additional funds are needed to maintain service levels.
•Communicates regularly with Post Office, postage equipment manufacturers and pre-sort representatives regarding mail processing.
•Uses computer-based postage machine/meter to affix proper postage to out-going USPS mail and records postage costs by department.
•Maintains mailroom equipment through routine inspections and arranges for service. Maintains preventative maintenance schedule with vendors based on service contracts.
•Prepares packages for shipping through Fed Ex, UPS and other carriers. Delivers letters and packages to post office, UPS or FedEx facilities and drop-box locations as assigned.
•Supplies monthly billing reports for multiple departments to division manager.
•Cross-trains and serves as back up for Mail Services Specialist (external courier) to ensure main campus and outlying campus’ mail services are provided.
•Mindful of ways to improve delivery route and schedule and discusses potential improvements with Mail/Print Services Manager.
•Manages supply inventory such as ink, labels, UPS and FedEx packaging along with USPS packaging and labels. Informs the Mail/Print Services Manager of any needs.
•Researches new postal processing equipment and recommends equipment for county use.
•Recommends cost effective methods for processing large/bulk mailings to other department personnel.
•Cross-trains and serves as back-up for print shop operations when necessary. Operates folder/inserter as needed to perform mailings for county departments.
•Assists with preparation for, and execution of, special events as needed.
•Answers and directs incoming telephone calls as appropriate.
•Maintains a clean and organized workspace.
•Performs other duties as assigned.
Experience Requirements
REQUIREMENTS:
•Education
-General/technical high school diploma or GED equivalent.
•Job Experience
-1 year of experience.
-Experience working in an office environment.
•Knowledge, Skills and Abilities
-Knowledge of how to perform basic clerical duties.
Benefits
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