Assistant Manager of Mailroom Operations

4 weeks ago

Williamstown, United States Williams College Full time

Navigating the complexities of this role involves juggling numerous responsibilities, each with its own set of challenges. From overseeing mail clerks and temporary staff to managing mail processes and addressing patron inquiries, there's a constant need for effective multitasking and problem-solving. Assigning mailbox numbers, maintaining accurate databases, and coordinating mail forwarding require meticulous attention to detail and organizational skills. Additionally, hiring, training, and scheduling student assistants demand strong leadership and communication abilities. Managing temporary staff during peak periods and ensuring financial transactions with carriers are handled accurately heighten the intricacy of the position.
- Responsibilities- Accept mail from USPS
- Accept packages from USPS, UPS, FedEx, DHL, and other carriers which deliver student mail/packages to the Paresky Center
- Bring mail and packages from the Paresky mezzanine level drop-off areas to the JP Mailroom on the first floor of the Paresky Center, using the carts provided as needed
- Utilize the NeoTrak system to process packages for student notifications & distribution
- Sort mail and packages by student mailbox number
- Distribute the mail into individual mailboxes in the JP Mailroom
- Ensure that all mail and packages are distributed daily (M-F) by 3pm
- Return mail & packages as necessary and per protocol
- Report suspicious mail to authorities per protocol
- Distribute packages to students utilizing NeoTrak.
- Respond to patron issues & questions
- Ensure copier, printer, Qtrak, and NeoTrak units are all in good working order and arrange for repairs/replacements of equipment as needed
- Ensure supplies (toner, printer paper, watermark paper, postage stamps, scissors, staplers, tape dispensers, games, etc.) are at appropriate levels at all times and replenish as needed
- Assign mailbox numbers to new students and students returning from a break from the College
- Maintain accurate address databases and box combination records
- Block mailboxes of students who are studying away during the current term, and remove them when the student returns from study away
- Coordinate summer student mailbox usage
- Coordinate forwarding of student mail as appropriate
- Train & utilize temp clerks for especially-busy periods (such as August - September) and to fill in when someone is out
- Manage & distribute mass mailings per protocol; bill for mass mailings and deposit checks/cash.
- Bills UPS for charge-backs and deposit checks
- Track data as requested by the Associate Director or Director
- Have working knowledge of NeoTrak system to trouble-shoot when there are issues, and work with OIT when problems arise
- Fill in on Intra-Campus Mail route on days that the Intra-Campus Mail Coordinator is out and a temp is unavailable
- Provides support in accepting and pick up of dorm movers boxes in conjunction with the Dean’s Office
- Provide the Associate Director with general budget/financial support as appropriate
- Other duties as assigned by the Associate Director or Director
- Qualifications- Applicants should possess a minimum of three years of practical experience in mailroom operations or related mail services, or an equivalent combination of relevant educational attainment.
- Proficient in computer programs such as Excel and Word are desirable.
- Strong organizational skills & attention to detail and accuracy.
- Significant positive customer service experience.
- Supervisory experience.
- Understanding of importance of mail security.
- Experience with computer database systems and ability to quickly learn new database systems.
- Ability to work collaboratively with colleagues and students.
- Valid driver’s license

Application review will begin on April 26, 2024, and will continue until the position is filled. Pay range is from $54,000 to $62,000 per year, commensurate with experience. Job band 2-F.
- Conditions of EmploymentEmployment at Williams is contingent on the verification of background information submitted by the applicant, including the completion of a criminal record check, and education when applicable.
- Equal Employment Opportunity

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