Mailroom Operations Supervisor

2 weeks ago

Chicago, United States Illinois Action for Children Full time
Job DescriptionJob Description

ABOUT US:

Illinois Action for Children (“IAFC”), a local, state and national leader in the early childhood care and education sector for over 50 years. IAFC programs, services, and advocacy improve learning and life outcomes for children and families, including reducing the effects of poverty. IAFC works to ensure that every child in Illinois – particularly those in need – have access to the necessary resources to succeed in school and in life.

Along with our mission, IAFC is committed to building and maintaining a diverse, equitable, inclusive, and anti-racist culture. We are dedicated to this pledge through our hiring practices and our focus on creating a culture and environment where diverse perspectives, ideas, and identities are valued and integrated into our way of working and servicing our staff and clients. IAFC staff represent a wide diversity of racial, socio-economic, gender, religious, and national identities. We welcome all applicants who share our mission and vision to join us in our essential work.

SUMMARY:

The Mailroom Supervisor manages document processing for the organization. This includes incoming and outgoing mail, faxes and hand delivered documents, all of which must be sorted, processed, and distributed to the appropriate department. Assists with day-to-day operations and facilities administration. All work to be completed with minimum supervision and in accordance with organizational standards.

This incumbent will be expected to promote and adhere to the workplace core capabilities of: accountability, customer focus, continuous quality improvement (CQI), communication, competent people and clear priorities. All work to be completed with minimum supervision and in accordance with organizational standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following. The organization reserves the right to add to, delete, change, or modify the essential duties and responsibilities at any time.

  1. Supervise the mail room and courier staff to ensure that all document processing, scanning, tracking, distribution and archiving policies and procedures are followed for all documents received by the organization.
  2. Perform daily auditing and reporting of previous business day’s processing activity.
  3. Oversee outgoing mail processing, special delivery documents, parcels and packages.
  4. Ensure all applicable physical documents are filed in appropriate document management procedures, and provide inventory reporting for physical documents, files, and other records prepared for archival storage.
  5. Ensure confidentiality of parent and provider information received and managed by Illinois Action for Children through monitoring of individual mail processors, equipment, and facilities.
  6. Determines work procedures, prepares work schedules, and expedites workflow. Routinely reviews work for exactness, neatness, and conformance to policies and procedures.
  7. Employs continuous quality improvement to improve efficiency of mail processing workflow. Develops detailed proposals for revisions to existing policy and procedures when necessary.
  8. Tracks and monitors errors, omissions, complaints and comments to provide a timely assessment of any issue and take corrective action if necessary.
  9. Prepares composite reports on incoming and outgoing mail by cost center.
  10. Responsible to ensure the mailroom staff’s knowledge of IDHS Child Care Assistance program, parent referral program, Cook County Child Care Assistance Study and other Illinois Action for Children Family Resources programs.
  11. Provide support in facilities management, including but not limited to: Employee facilities requests, conference room and meeting support, vendor service management, inventory and equipment management, facility inspection, security and maintenance.
  12. Execute our workplace core capabilities of: accountability, customer focus, continuous quality improvement (CQI), communication, competent people and clear priorities.
  13. Other Functions: The organization may assign other functions to the job at its discretion.

SUPERVISORY RESPONSIBILITIES include but are not limited to the following. The company reserves the right to add to, delete, change, or modify the essential duties and responsibilities at any time.

Responsible for supervising the mail room processing team. Formal responsibility for planning, assigning, directing and coordinating the work of these functions. Performs employee evaluations and makes hiring decisions. Supervises positions of Mail Clerk, Mail Clerk/Courier, Courier, Data Access Clerk.

EDUCATION and/or EXPERIENCE:

Bachelor's degree and one to two years of related experience and/or training are required. Supervisory experience is required. Must demonstrate the ability to multi-task, verbal and written skills, excellent customer service and attention to detail.

Benefits of Working at IAFC:

  • Working with passionate team members that are driven by our Mission: Illinois Action for Children is a catalyst for organizing, developing and supporting strong families and powerful communities where children matter most.
  • We strive to foster and implement a culture of diversity, equity, and inclusion across our organization. We know it is not only critical to the success of diversity initiatives - but instrumental in creating an unbiassed and inclusive workplace It not only relates to the diverse clients we serve but also creates a positive employee experience.
  • We offer an extensive benefits package that adds value to your total compensation. Our benefits include:
  • Health, dental and vision insurance plans with company contribution of 95% for single coverage
  • 401k with company match
  • Generous PTO – first year-23 days, the second year-28 days, the third year and on - 35 days
  • 11 Paid Holidays and 1 Floating Holiday
  • Tuition Reimbursement
  • Flexible Spending Account
  • STD & LTD insurance
  • Company paid Life Insurance

Location: Pilsen, Chicago

Minimum starting salary $53,000, - compensation commensurate with experience and education

IL Action for Children is EEO/M/F/V/D employer

While we desire for this job posting to be comprehensive, all aspects of the position may be amended at any time at the discretion of IAFC including job duties, work location and/or work schedule.

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