Mail Coordinator

Smith College Executive Education Northampton, MA
Position Summary:

Accurately and efficiently process all incoming and outgoing mail and packages, advise departments on mailing options, mail piece design, and cost, and operate a retail mail service center. Develop a working knowledge of all departmental functions and work together as supportive team members. Assigned by the Mail Supervisor to be the lead team member responsible for specific departmental functions and production reports. Must meet the established standards for assigned duties and be a collaborative team member working to meet the goals of the entire department.

Duties and Responsibilities:

Student incoming mail, packages and forwarding

Process all incoming mail, packages and intercampus mail and to 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 or when student staff is not assigned, and to assist the supervisor with any student mail issues.

Faculty /staff incoming mail and packages

Process all incoming USPS, 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.

Outbound college business mail and bulk mail processing

Process all outbound mail at the most appropriate and cost effective rate. Maintain a working knowledge of the most current USPS and UPS 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 to manage all departmental chargebacks. Additional responsibilities include; routine maintenance on the mail metering system, ordering system supplies, maintain USPS postage meter levels, and to contact service technicians when required. Bulk mailing duties include; advising customers on the mail piece design and mailing options, processing departmental mail lists through the mail list management software, use of the addressing printer, sorter, applicator, tagger and bundling machine when necessary, coordination of bulk mailings outsourced to UMASS Mail Services including the internal billing function and managing the USPS permits in Amherst and Northampton, MA.

Retail mailing center

Provide the Smith College and Northampton community retail mail center services. Develop a working knowledge of USPS and UPS domestic and international mail and package services and rates, provide a consistent high level of customer service to all customers, maintain a proficiency in the use of the electronic scale and metering system for both USPS and UPS shipments, maintain an adequate supply of all USPS shipping boxes, envelopes and supplies. Maintain and submit accurate daily/monthly production, BRM, UPS, SmithCard and cash reconciliation reports.

Qualifications:

MINIMUM QUALIFICATIONS:

Education/Experience: High School diploma or equivalent, minimum 2 years related experience

Skills: Team oriented with strong interpersonal and communication skills and the ability to deal with diverse constituencies. Ability to juggle multiple tasks in a fast paced work environment. Must have the ability to utilize various automated systems, computer applications, office software and the internet. 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.

Additional Information:

Smith College is an EO/AA/Vet/Disability Employer.