Responsible for the operations, staff and security of the mailroom. Receive, process and distribute all University incoming/outgoing shipments and mail while providing courteous and professional service to all faculty, staff and students. Have a working knowledge of the entire Mailroom process with various systems and equipment, complete tasks with minimal supervision, and train and delegate knowledge to staff to meet deadlines daily in an efficient manner.
Reconcile cash drawer, Eagle Card sales drawer, FedEx shipments, meter machine cash sales, and stamp and envelope inventory daily with various reports. Complete daily sales deposit form, trouble shoot variances and rebalance cash drawer. Order stamps and envelopes from Accounting when needed and purchase inventory from the local USPS to replenish stock. Sell stamps, envelopes, metered mail and USPS and FedEx shipments to customers and accept cash, check or Eagle Card as payment. Cash checks daily in Bursar’s office to balance cash box.
Comply with all FedEx and USPS regulations and requirements. Maintain up to date knowledge of current and changing rules, regulations and requirements by checking websites and contacting representatives regularly. Stay up to date on third party shipping/receiving and tracking software, equipment changes and upgrades. Work directly with the Safety Department to handle unauthorized and/or hazardous shipments once on campus.
Process outgoing FedEx shipments and USPS letters and packages for cash customers and departments. Create monthly meter report to charge departments for postage used. Assist customers with outgoing domestic mail and parcels including special service requests. Determine the best method of shipment for each customer based on their needs and provide price quotes and packaging materials for outgoing shipments. Maintain inventory of USPS and FedEx supplies. Assist customers in person, via phone calls and emails. Resolve any issues and complaints from students, faculty or staff and assist with resolving issues between customers and vendors when possible. Trouble shoot variances between charges to customers and vendor invoices and collect additional fees from customers when needed.
Scan incoming parcels with barcodes into receiving software and organize packages and flats on shelves, containers and refrigerator. Assist staff and student employees with sorting faculty, staff and student mail by presorting mail into appropriate department or mailbox groupings and final sort mail into student boxes. Oversee and deliver employee packages and mail to each department on campus daily making sure packages are correctly delivered and signed for by the recipient. Look up mail with no mailbox number or department information. Process mail that needs to be forwarded per the student’s request or return to sender. Audit student packages not picked up to ensure items are not left for more than 30 days. Create monthly package delivery report.
Assign student mailboxes per Mailroom policy and procedures based on housing and CIPS reports. Assign optional mailboxes to students as requested based on availability and upon payment of key deposit and signed application. Process key replacement requests and charge fees as needed. Audit mailboxes for labeling errors, full boxes or withdrawn students. Maintain database of keys and mailboxes and audit regularly.