Mailing Services Management Series

Promotional Line: 320

Employees in this series manage or assist in the management of a centralized campus mail service facility. They direct or supervise the work of mail production staff, mail messenger services, and coordinate activities with the U. S. Post Office in the pick up and delivery of U. S. mail.

DESCRIPTIONS OF LEVELS OF WORK

Employees at this level supervise a small centralized campus mailing service facility or assist in the supervision of a medium-sized centralized campus mailing service facility. They work under the direction of higher-level personnel.

A(n) Mailing Services Supervisor I typically -

1. supervises and coordinates or assists in the supervision and coordination of the activities of a small/medium-sized facility;
2. obtains or assists higher level supervisors in obtaining maximum use of mail service equipment and facilities;
3. trains and supervises or assists in the training and supervision of personnel in the use of mailing service equipment and in mailing service procedures;
4. participates in mailing service operations as necessary;
5. advises campus departments concerning facility services or costs;
6. assists in or on own prepares reports, maintains financial records, and submits budgetary requirements to departmental or postal administrators;
7. performs other related duties as assigned.

Employees at this level supervise a medium-sized central mailing service facility or assist in the management and operations of a large central mailing service facility (one with multiple mailing service operations). They work under the direction of a designated manager.

A(n) Mailing Services Supervisor II typically -

1. supervises and coordinates or assists in the direction and coordination of the activities of a medium-sized/large facility;
2. trains and supervises staff in the use of mailing service equipment or in mailing service procedures;
3. evaluates vendor services and equipment and makes recommendations/acts as appropriate, including the recommendation/submission of operational budget proposals;
4. prepares reports concerning service usage, labor costs, or equipment evaluations; prepares reports required by postal authorities;
5. acts as liaison to US Post Office;
6. resolves or recommends resolution of customer complaints concerning mailing services;
7. estimates job costs for users; advises users of mailing methods and services;
8. coordinates and oversees the maintenance of automated mailing lists and other databases;
9. participates in mailing service operations as necessary;
10. performs other related duties as assigned.

Employees at this level manage a large mailing service facility (one with multiple mailing service operations). They work under administrative direction from a designated administrator.

A(n) Mailing Services Manager typically -

1. establishes policies, procedures, and operational budgets to maintain and improve standards of operations in the receipt, processing, and delivery of campus and US mail;
2. analyzes the need for and purchases mail production equipment and materials;
3. develops reports, including financial and operational reports for the overall planning, evaluation, and control functions of the mailing service operation;
4. reviews and implements proposals to improve the mailing service facility and equipment in order to maintain an efficient operation;
5. directs all mailing service facility personnel in carrying out aspects of the operation;
6. resolves sensitive complaints concerning the campus mailing service policies and services;
7. represents campus mailing service to postal authorities;
8. performs related duties as assigned.

MINIMUM ACCEPTABLE QUALIFICATIONS

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
   1. College coursework in business administration, operations management, or a closely related field as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
   2. Progressively more responsible work experience in mailing service operations.
3. Two (2) years (24 months) of work experience of progressively more responsible work experience in mail service operations.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Knowledge of mailing service practices and regulations.
2. Skill in organizing workloads, managing time and resources, and scheduling and prioritizing projects.
3. Ability to supervise.
4. Ability to prepare reports and maintain records.

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Any one or combination totaling three (3) years (36 months) from the categories below:
   1. College coursework in business administration, operations management, or a closely related field as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
   2. Progressively more responsible work experience in mailing service operations.
3. Two (2) years (24 months) of work experience supervising a small centralized mailing service facility or assisting in the supervision of a medium-sized centralized mailing service facility.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Knowledge of mailing service practices and regulations.
2. Knowledge of automated mail and recordkeeping systems.
3. Skill in organizing workloads, managing time and resources, and scheduling and prioritizing projects.
4. Skill in preparing reports and maintaining records.
5. Ability to function in an administrative capacity.
6. Ability to supervise.
7. Ability to work effectively with the staff and public.

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Any one or combination totaling three (3) years (36 months) from the categories below:
   1. College coursework in business administration, operations management, or a closely related field as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
   2. Progressively more responsible work experience in mailing service operations.
3. Two (2) years (24 months) of work experience supervising a medium-sized central mailing the service facility or assisting in the management and operations of a large central mailing service facility (one with multiple mailing service operations).

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Knowledge of mailing service practices and regulations.
2. Knowledge of automated mail and recordkeeping systems.
3. Skill in operating in an administrative capacity.
4. Skill in organizing workloads, managing time and resources, and scheduling and prioritizing projects.
5. Skill in preparing reports and maintaining records.
6. Ability to supervise.
7. Ability to work effectively with the staff and public.