Mail Clerk III

Job description

Mail Clerk III

About Westfield State University:

In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. Westfield State University is committed to a policy of non-discrimination, equal opportunity, diversity and affirmative action. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.

Westfield State is the most residential of the state universities in Massachusetts, with over 60% of our 5600 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Northampton and Amherst, and 1.5 hours from both Boston and Albany.

Job Description:

Campus Title: Mail Clerk III
State Job Title: Mail Clerk III
Department: Procurement and Administrative Services
Job Code: H13X34
FLSA Status: Non-Exempt
Funding: 7115-0100 (State Funds)
Bargaining Unit: AFSCME
Job Type: Full-Time
Timeframe: 52 weeks
Shift: Monday- Friday 9 a.m. - 5 p.m.
Regular Days Off: Saturday and Sunday
Supervision Received: The Mail Clerk III receives general supervision from the Director of Procurement and Administrative Services.
Supervision Exercised: None
Salary: 1,563.48 Bi-Weekly

General Statement of Duties:
Picks up and sorts mail for dissemination to faculty, staff, and students; processes all outgoing mail for faculty and staff; performs all duties related to mail services, including bulk mailings, non-profit, business reply, mail security, package distribution and accountability for postage.
Duties and Responsibilities:
Duties include but not limited to:

  • Picks up each morning from the USPS all inbound mail for students, faculty and staff.
  • Processes all outbound mail for faculty and staff in accordance with postal regulations.
  • Sorts all inter-office mail for faculty and staff and distributes to campus mailboxes, including those in other buildings
  • Forwards First Class mail to former students and employees.
  • Provides package notifications to faculty, staff, and students; keeps records of signed pickups.
  • Keeps accurate records of departmental chargebacks for postage (using software reporting package).
  • Provides cost detail weekly, or more often when required.
  • Reconciles meter to weekly postal charges.
  • Processes automated bulk mailings using the Postal Soft address registry system.
  • Trains bulk mail requestors to comply with the database requirements for automate mailings.
  • Consults with customers regarding setup, paper stack, and postal regulations to ensure fast and efficient mailings at minimal cost to the department/institution.
  • Provides customer service support in the event of missing mail pieces, complaints, etc.
  • Determines and maintains office supplies for the Mail Room.
  • Requests service from the system service providers on a regular basis.
  • Trains and supervises student support staff.
  • Monitors balance of deposit accounts at USPS for Business Reply, Postage Due, and Permit 18, and requests replenishment as needed.
  • Operates and supports other equipment used for print jobs and mailing, including digital copiers, tabbers, strappers, and other reprographic equipment required to process in-house bulk mailings.


Qualifications Required at Hire:
  • Ability to understand and apply the laws, rules, policies and procedures governing the Mail Room and postal services.
  • Ability to read, write and comprehend the English language.
  • Ability to work accurately with names, numbers, codes and/or symbols.
  • Ability to operate mail-handling and processing equipment such as postage meters, scales and addressing machines.
  • Ability to perform arithmetical calculations (addition, subtraction, multiplication and division) with speed and accuracy.
  • Ability to establish and maintain harmonious working relationships with others.
  • Knowledge of the types and uses of mail-processing and handling equipment.
  • Ability to lift and carry heavy objects.
  • Knowledge of the types and classes of mail.
  • Knowledge of standard maintenance procedures followed in connection with mail-processing and handling equipment.
  • Ability to communicate effectively in oral expression.
  • Ability to deal tactfully with others.
  • Ability to establish and maintain harmonious working relationships with others.

Qualifications Acquired on Job:

Thorough knowledge of departmental, university, and state rules, regulations, policies and procedures; ability to use hardware and software packages used in the department; working knowledge of the duties performed and equipment used by the Mail Room staff.

Minimum Entrance Requirements:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office work or in work in which the processing of incoming and/or outgoing mail (for example, delivering sorting, weighting, metering, etc.) was a major duty.

License and/or Certification Requirements:

A current and valid Massachusetts Class 3 Motor Vehicle Operator's License.

Additional Information:

For the majority of new employees, the minimum starting salary will apply. Specific salary for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining and state policies and procedures.

State job specifications for this position may be found at the department of higher education website:

Disability Accommodations:
Westfield State University understands that persons with disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance regarding disability accommodations, please contact the Office of Human Resources at (413) 572-8106.

Background Check:
Employment at Westfield State University is contingent upon a background check that is satisfactory to the University. Failure to provide written authorization for a background check will nullify the offer of employment.

Application Instructions:

An online application is required. A resume and cover letter may be attached but this is not required.

Deadline: Review of applications will begin May 7, 2021. The job posting will be open a minimum of ten days and, if needed, will remain open until finalist have been selected.

NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.
Westfield State University provides equal access to employment opportunities for all applicants, regardless of race, color, creed, religion, national origin, gender, sexual orientation, gender identity, gender expression, genetic information, marital status, age, disability or veteran status in compliance with all applicable laws, regulations and policies.

To apply, visit

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Job No:
Posted: 4/28/2021
Application Due: 4/28/2033
Work Type: Full Time