District Mailroom Coordinator

Jun 14, 2018
Institution Type
Community College

District Mailroom Coordinator

North Orange County Community College District

Position Number: DEC983

Location: District Services

Department: District Printing & Design

Percentage of Employment: 100%

Months of Employment: 12 Months Per Year

Work Schedule: Monday- Friday, 8:00 AM - 4:30 PM (Schedule and shift are subject to change in accordance with department needs.)

Job Description:

Coordinates the receipt, sorting and distribution of intra-District and U.S. mail, and UPS/FEDEX parcel shipments; checks mail and parcel preparation and sorting for accuracy.

Documents, labels, sorts, weighs, bundles, and meters items for mailing and shipment; processes bulk mailings; ensures adherence to delivery and mailing deadlines.

Tabulates and maintains records of postage charges; maintains records of metered, certified, express, registered, and insured mail; ensures that mailing files are accurate, complete, and contain required documentation.

Compiles reports, distributes costs, prepares billings, and maintains accounts for postal and shipping services and charges; ensures proper permits are in use.

Operates a variety of machinery, equipment and specialized software applications related to District mailroom operations; develops and reviews equipment maintenance schedules; contacts service providers for equipment maintenance and repairs.

Receives and maintains mailing lists from various campus departments; uses appropriate software to correct, merge, convert, sort, and bundle mailing lists.

Monitors and replenishes postage machine and supplies; maintains inventory to ensure sufficient stocks of necessary materials for processing requests in a timely manner.

Maintains current information concerning postal regulations; provides information to campus personnel regarding mailing rates, procedures and requirements.

Trains and provides work direction and guidance to others as directed.

Learns and applies emerging technologies and advances (e.g., computer software applications) as necessary to perform duties in an efficient, organized, and timely manner.

Performs related duties as assigned.

In addition to the essential functions, the District Mailroom Coordinator may perform duplication services activities involving the use of equipment such as copiers, bindery equipment, booklet makers, labeling machines, online collators, and electric staplers.

Primary Purpose:
This position is responsible for coordination and performance of centralized District mail services involving the collection, processing and distribution of intra-District and U.S. mail, and parcel receipt and shipment.

Working Relationships:
The District Mailroom Coordinator maintains frequent contact with various District departments and personnel, faculty, students, and outside agencies and vendors.

Knowledge, Skills, and Abilities:
Knowledge of District organization, operations, policies and objectives

Knowledge of U.S. Postal Service regulations and procedures

Knowledge of current U.S. Postal Service rates

Knowledge of bulk mail procedures and requirements

Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary

Knowledge of record keeping procedures

Knowledge of appropriate computer software applications

Ability to operate mailroom equipment, including postage meters and scales, and determine postage fees

Ability to operate office and duplicating equipment such as calculators, copiers, bindery equipment, electric stapler, etc.

Ability to read labels and sort mail and other printed materials quickly and accurately

Ability to add, subtract, multiply and divide quickly and accurately

Ability to interpret, apply and explain rules, regulations, policies and procedures

Ability to analyze situations accurately and adopt an effective course of action

Ability to plan, organize and prioritize work

Ability to meet schedules and time lines

Ability to work independently with little direction

Ability to understand and follow oral and written directions

Ability to communicate efficiently both orally and in writing

Ability to supervise, train and provide work direction to others

Ability to establish and maintain effective working relationships with others

Special Requirements:
This position requires a valid driver’s license. Incumbent may be required to travel off site for business reasons. All employees driving personal, leased, or district-owned vehicles for District related activities must certify possession of a valid Driver’s License. Employees must certify that personal vehicles are covered by automobile insurance as required by California law. (Board Policy 6360, Section 4.0)

Minimum Qualifications:
High school diploma or GED

Minimum of two (2) years of increasingly responsible mailroom experience involving interpreting and applying postal regulations and rate structures, operating and maintaining postal equipment, compiling accounts information, and preparing related reports.

Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff.

Desirable Qualifications:
Knowledge of Microsoft Office, including Excel

Ability to adjust, make minor repairs and effectively operate all mail services equipment

Extensive bulk mail work experience and knowledge of bulk mail processing software such as Satori Postalsoft

Previous United States Postal Service (USPS) training, vendor training or mail certification

Working Conditions:
District mail and duplication room; subject to lifting (up to 50 pounds, unassisted), pushing, carrying and pulling; exposure to machinery noise and fumes from chemicals used in printing process; extended standing and walking; may require off-site duties and activities.

Salary Range: $3,753 - $4,547 per Month

Number of Vacancies: 1

Commitment to Diversity:

Posting Number: 2015255P

Open Date: 06/11/2018

Close Date: 6/25/2018

Special Instructions Summary: This is a classified position subject to a one-year probationary period. Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable. The applicant selected for the position will be required to provide identification and employment eligibility as outlined in the Immigration Reform and Control Act. NOCCCD will not sponsor any visa applications.

The District may choose to fill one or more positions from this recruitment within the same fiscal year or 8 months, whichever is longer.

Applicants must complete the driver’s license section of the application. If not completed, the application will be deemed incomplete and will not be considered.

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate “N/A” (not applicable). Do not use terms such as “see resume” or “see attached”.

The minimum required number of references for this position is three (3).

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensure an interview.

Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4821 at least three business days in advance of the scheduled examination/interview date.

To apply, visit: https://nocccd.peopleadmin.com/postings/2989


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