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Mailroom Supervisor/Expert
The Mailroom Supervisor/Expert is responsible for overseeing and managing mailroom operations within a state government facility. This position involves coordinating mail distribution, ensuring efficient mail handling procedures, and maintaining compliance with state policies and regulations. The Mailroom Supervisor/Expert is expected to provide expertise in optimizing mail processes, enhancing service delivery, and ensuring the overall efficiency of mailroom operations.
Class Code:
PAS12P
Job Grade:
SGS02
Special Job Requirements:
Typical Functions:
The assignment of supervisory duties is determined by the hiring agency’s operational needs. Non-supervisory roles will serve as senior technical experts. Supervise and coordinate daily mailroom operations, including sorting, processing, and distributing incoming and outgoing mail for multiple departments or agencies. Lead and manage a team of mailroom staff, assigning tasks, providing training, and ensuring compliance with established procedures and safety standards. Develop and implement efficient workflows to streamline mail handling processes, reducing delays and improving productivity. Ensure that all incoming and outgoing mail is properly classified, labeled, and distributed to the appropriate recipients promptly. Manage the receipt and processing of large volumes of mail, including priority and confidential mail. Monitor mailroom inventory, including supplies and equipment, and ensure that items are stocked and maintained as necessary. Prepare and monitor mailroom budgets, ensuring cost-effective operations and adherence to fiscal policies. Coordinate with other departments to address specific mailing needs or special mail handling requirements (e.g., certified mail, bulk mailing). Oversee the safe handling of sensitive or confidential documents and ensure compliance with privacy and security regulations. Conduct regular performance evaluations of mailroom staff and address any performance issues or concerns. Ensure compliance with safety protocols, including the safe handling of hazardous materials, such as mail with unknown contents.
Knowledge, Abilities, and Skills:
Extensive knowledge of mailroom operations, including sorting, processing, and distributing mail. Strong leadership and supervisory skills, with the ability to motivate and guide a team. In-depth understanding of state policies, procedures, and regulations related to mail handling and security. Ability to assess and improve mailroom processes for efficiency and cost-effectiveness. Excellent organizational and time management skills. Knowledge of safety standards related to mailroom operations and the handling of sensitive materials. Strong communication skills, with the ability to interact effectively with staff and other departments. Proficient in using mailroom equipment (e.g., postage meters, sorting machines) and related software. Ability to lift and move heavy packages or mail as required. Knowledge of mailroom operations and equipment, including sorting and processing systems. Familiarity with state regulations regarding mail handling, confidentiality, and security is preferred.
Minimum Qualifications:
High school diploma or equivalent. Minimum of one year of experience in mailroom operations. Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee’s demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.
Required Certificates:
N/A OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.
Exempt:
N