Mail Services Specialist
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Job Description Summary
The Mail Services Specialist plays a critical role in ensuring the efficient and secure handling of all incoming and outgoing mail. This role encompasses a wide range of logistical tasks, including receiving, sorting, processing and distributing mail and parcels from various carriers (USPS, UPS, FedEx, DHL, Amazon, etc.), managing inter-office mail, operating scanning and metering equipment, and maintaining accurate records. Additionally, the Specialist provides essential support in supervising and mentoring student employees, contributing to a smooth and effective mail services operation.
Job Description
Note: The following duties are illustrative and not exhaustive. Responsibilities may evolve based on organizational needs, and similar or related tasks may be assigned as necessary. Management reserves the right to assign additional duties as required.
Duties And Responsibilities
Logistics Management:
• Receive, sort and distribute all incoming mail and packages from multiple carriers, ensuring timely and accurate delivery.
• Process outgoing mail, including metering, labeling and selecting appropriate shipping methods.
• Manage inter-office mail distribution and collection.
• Maintain organized and secure mail storage areas.
Technology And Equipment Operation
• Operate and maintain package scanning systems and postage metering equipment.
• Utilize barcode scanning and tracking software for accurate package management.
• Troubleshoot equipment malfunctions and report issues to the Mail Services Manager.
Compliance And Record Keeping
• Maintain accurate records of all incoming and outgoing mail and packages.
• Adhere to all USPS postage rates and packaging regulations, staying up to date with changes.
• Ensure compliance with FERPA guidelines and maintain the confidentiality of mail and package contents.
• Maintain and update mailing lists for faculty, staff and students.
• Monitor postage meter levels and provide monthly reports to the Mail Services Manager.
Student Supervision And Support
• Assist in the supervision, training and mentoring of student mail services staff.
• Provide guidance and support to student employees, ensuring efficient and accurate mail processing.
• Foster a positive and collaborative work environment for students.
Customer Service And Communication
• Provide excellent customer service to faculty, staff, students and visitors, addressing inquiries and resolving issues promptly.
• Utilize professional telephone and electronic communication etiquette and maintain clear communication with all stakeholders.
• Attend Student Life staff meetings and staff development sessions.
• Perform other duties as assigned by the Mail Services Manager.
Note: The following knowledge, skills, and abilities are representative but not exhaustive. Candidates may be expected to demonstrate additional competencies relevant to the role. Meeting the listed qualifications does not guarantee job placement or advancement.
Knowledge, Skills And Abilities
• Proficient in operating postage metering equipment, package scanning systems and related software, or the ability to learn and achieve proficiency quickly.
• Strong organizational and time-management skills, with the ability to handle multiple tasks simultaneously, or the willingness to develop these skills.
• Excellent customer service and interpersonal skills, with a demonstrated ability to interact professionally with diverse individuals.
• Strong computer skills, including proficiency in Microsoft Office Suite (Excel, Word, Outlook) and cloud-based software, or the ability to learn these applications efficiently.
• Ability to maintain composure under pressure and work effectively in a fast-paced environment.
• Knowledge of USPS regulations and shipping procedures.
• Experience supervising and mentoring student employees, or the ability to effectively develop and apply supervisory and mentoring techniques.
• Strong communication skills, both written and verbal.
• Ability to move and lift mail, parcels and packages weighing up to 40 pounds.
• Capability to work efficiently in a fast-paced, time-sensitive environment.
Minimum
Education and Experience
• High school diploma or equivalent.
Preferred
• Minimum of three (3) years of experience in mail services, logistics or a related field.
Ringling College of Art and Design is an Equal Opportunity Employer. The College provides equal employment opportunity to all persons without regard to sex, age, gender, color, race, national or ethnic origin, religion, marital status, sexual orientation, gender identity or expression, disability, veteran status, genetic information, or any other basis prohibited by law.
Higher Education
Other
Full-time