Assistant Manager of Mailroom Operations

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Williams College
Williamstown, MA 01267
Website: Click Here

Company Description:
Established in 1793 with funds bequeathed by Colonel Ephraim Williams, the college is private, residential, and liberal arts, with graduate programs in the history of art and in development economics. The undergraduate enrollment is approximately 2,000 students.
Assistant Manager of Mailroom Operations
Williamstown
Full Time
Executive
High School or Equivalent


Assistant Manager of Mailroom Operations

302688
Williams Campus,Williamstown

The college is pleased to announce an opening for an Assistant Manager of Mailroom Operations. Reporting to the Associate Director of Dining Services, this position is responsible for overseeing & executing the processes of student mail & package receiving, sorting, and distribution. Required Hours will be Monday through Friday 8:00 am - 4:30 pm with Saturday and Sunday off. Schedules are subject to change and could vary to include evenings, weekends and holidays. The Assistant Manager of Mailroom Operations ensures the secure and timely handling of student mail and packages, schedules and supervises Mail Clerks, student employees, and temporary staff, and maintains the functionality of Neo Track and Q-Track programs. Additionally, the Assistant Manager of Mailroom Operations provides essential support to other departments for delivering class materials, dorm mover boxes, and managing large mailings.

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.

We are committed to building a diverse and inclusive community and strongly encourage candidates from underrepresented groups or who have experience working with a broadly diverse population to apply. In their cover letter, applicants should highlight relevant experience with working with, and supporting individuals from culturally-diverse backgrounds.

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 immediately, and will continue until the position is filled. Pay range is from $54,000 to $62,000 per year, commensurate with experience.

Employment 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. Decisions regarding appointments, promotions, and conditions of employment comply with applicable federal or state law prohibiting discrimination based on race, color, sex, national origin, religion, age, disability, marital status, sexual orientation, gender identity or expression, ancestry, or military service.

Beyond meeting fully its legal obligations for non-discrimination, Williams College is committed to building a diverse and inclusive community where members from all backgrounds can live, learn and thrive. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process please feel free to contact us via phone at (413) 597-2681 or email at hr@williams.edu.


To apply, visit https://wd5.myworkdaysite.com/en-US/recruiting/williamscollege/External_Career_Site/job/Williamstown-MA-Main-Campus/Assistant-Manager-of-Mailroom-Operations_302688-2.







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