East Stroudsburg University's Mailroom, Receiving and Distribution Center within Facilities Management presently seeks a Mailroom Supervisor. The Supervisor will be responsible for overseeing the campus Mailroom, Receiving and Distribution Center and performs clerical functions for Facilities Management front office. This is a working Supervisor Position. This position reports to the Facilities Management Customer Care Manager.
Supervise the Mailroom, Receiving and Distribution Center staff, associates and student workers. Plan, schedule, monitor and assign routs, shifts and work to varied staff. Assure work is completed on schedule in the most expeditious and economical means possible to meet identified deadlines, timeframes and the overall campus needs. Coordinate staff to ensure that the staff is fully utilized.
Serve as a clerical support in the FM front office for the department when directed. Tasks which include but are not limited to answering phones, relaying information to the appropriate staff members. Performs a variety of document processing activities including the verification of information, arithmetic calculations, coding, and assisting the campus community and general public.
Supervisor will perform tasks which includes but are not limited to, receiving, sorting, delivering, collecting and handling of all types of campus mail and packages. Receiving and delivering supplies and equipment to various campus buildings. Operating postal and warehouse equipment such as, postal meter machine, postal scales, computers, forklifts, label printers, etc. Transporting and collecting outgoing and incoming mail and packages from the East Stroudsburg United States Postal Service office. Replying to request or questions on the work process or related information.
Ensures that the storeroom’s inventory and data systems are categorized and kept up to date. Works with appropriate departments (Business Office and Purchasing Office) as per the State Auditor's requirements to submit annual reporting. Identify and rectify inventory discrepancies. Supervise and assist with inventory counts and warehouse functions.
Ensures the mailroom, receiving and distribution center are in compliance with Federal Postal regulations. Ensures industry standards and regulations are meet relating to storing of supplies, equipment and other materials. Assist in the development, renewal and submission of supplies and operational services contracts.
Monitor and adhere to cost and policy changes related to postal service fees and services. Reports changes to manager and staff and proposes processes for adjustments. Assist in the implementation of methods that reduce costs and increase efficiency in mailroom and warehouse operations while still complying with regulations and providing proper service.
Perform directory updates and delivery location verification on a regular basis. Prepare and update reports, manuals, operating procedures, bulk mailing request forms and other related documents. Monitor work orders, delivery, receiving and volume logs on a regular bases. Address, correct and document any discrepancies with logs or work orders.
Compile and maintain departmental billing records on postal charges for department accounts - i.e. business reply, postage due, bulk mail, etc.
Create and submit invoices to appropriate departments for request of payment. Follow-up on unpaid charges with the appropriate departments.
Coordinate with outsourced contractors on bulk mailing printing, pickup or delivery, and resolve discrepancies
Schedule maintenance of mailroom and warehouse equipment and vehicles such as, postal meter, forklift, mail delivery vans, postal scales, computers, etc. Coordinate, track and attend forklift training and certification for Facilities Management staff including mailroom, warehouse, grounds, general services, etc.
Ensures quality customer service is delivered and maintained while serving the campus community. Keeps records of customer interactions including but not limited to billing, requests, complaints, and accounts.
Train staff and student workers to use various equipment, software and databases to preform proper mailroom and warehouse operations.
Communicates all customer service matters, staff matters, work area needs and issues to the customer service manager in a timely manner.
Train and assist staff with completing required paperwork including but not limited to leave requests, vehicle forms, travel request forms, and volume reporting logs.
Coordinate personal, staff, associates and student works shifts, leave, and breaks to ensure routs and work areas are properly staffed and there is adequate coverage during hours of operation.
Conduct and/or attends regular meetings with manager, staff and student workers. Conduct regular and timely performance evaluations of supervised employees. Review, discuss and provide guidance, coaching, direction and/or feedback to staff about job responsibilities and performance.
Assist in coordinating interviews and recommends the selection of applicants for clerical staff and student worker position.
Maintain an active driver's license in order to operate state vehicles on or off campus as directed. Maintain certifications for operation of equipment.
Perform other related duties as required.
Minimum requirements as described in the PA Commonwealth Class Specification for a Clerical Supervisor 1 position.
- One year of moderately complex clerical work experience; or Any equivalent combination of experience and/or training.
REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES: Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of complex sentence structures; one, two, and three syllable words; and punctuation marks for word, number, sentence, phrase, and clause separation.
Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
Knowledge of the techniques applied in using the English dictionary and reference materials.
Knowledge of the types, organization, and use of standard office files, logs, forms, and letter formats.
Ability to plan and assign work and insure smooth processing flow by distributing assignments to clerical staff after determining who is available to and capable of performing the work.
Ability to present ideas, methods, procedures, and instructions clearly and effectively, orally and in writing.
Ability to assemble, correlate and appraise facts in order to identify and/or resolve existing or potential processing problems.
Ability to examine and review files, forms, documents, and records that have been processed by the staff for completeness and accuracy.
Ability to rate the performance of clerical employees in the work unit.
Ability to act judiciously in considering employee complaints, making adjustments, and recommending decisions on formal grievances.
Ability to plan and provide guidance in the establishment and reorganization of filing systems, record keeping systems, processing procedures, etc.
Ability to perform basic arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by one digit whole number or decimal multipliers and divisors.
Ability to understand and follow oral and written instructions.
- Working knowledge of computer software (Microsoft Office Suite: Excel, Access, etc.); and the ability to perform clerical responsibilities such as typing, organizing office files, logs, forms, and utilizing scheduling systems.
- Working knowledge and experience with United States Postal Services, operating postal and warehouse equipment such as, postal meter machine, postal scales, forklifts, label printers, etc.
- Advance ability to use computers, video conferencing tools, software applications and tools to perform job related responsibilities.
- Ability to understand and follow written and oral directives. Ability to multi-task, prioritize and manage time effectively
- High degree of capability in decision-making within the guidelines, written procedures and polices set forth by the university.
- Ability to handle emergency requests with results being accomplished quickly and correctly.
- Ability to remain professional and courteous with customers at all times.
Physical Demands: Exposed to physical conditions such as daily motion activity, frequent lifting (100 pounds maximum), carrying, pushing and pulling, and extensive hand coordination movement is required.
Mental Demands: Extended visual attention needed to prepare, compile, and distribute mail and correspondence. Demonstrate a proficiency and knowledge of varied postal and service regulations. Comprehension of written and/or oral communication.
Working Conditions: Individual will operate a motor vehicles and will travel. Additionally, individual will be exposed to the seasonal working conditions due to weather variations outdoors.
Work Hours: Monday through Friday, 8:00am - 4:00pm. 37.5 hours weekly.
Annual Salary: $35,364.00. Final selection will be based upon a successful interview and background check. All candidates must furnish proof of eligibility to work in the U.S. at the time of employment. Reimbursement for interview and relocation expenses are not available for this position.
Advertisement Period: 05/12/2021 through 05/31/2021
Advertisement Link: https://ESU.csod.com/ats/careersite/jobdetails.aspx?site=1&c=esu&id=5237
The University encourages applications from members of historically under-represented groups, including women, veterans, and persons with disabilities, and is an AA/EEO employer. East Stroudsburg University is interested in hiring employees who have extensive experience with diverse populations. To learn more about ESU's commitment to Diversity and Inclusion, visit our website at https://www.esu.edu/diversity/index.cfm.
Location/Region: East Stroudsburg