TITLE Postal Services Supervisor
CLASSIFICATION NUMBER 5020
IMMEDIATE SUPERVISOR Director, Communication Services
MAJOR ADMINISTRATOR Vice President for Administrative & Information Services
The Postal Services Supervisor is responsible for operating a mail sorting and distribution facility which provides mail service to the University campus and community and ensures that mail services comply with federal postal rules and regulations in the receipt, handling, and distribution of all classes of mail. The Postal Services Supervisor maintains accurate records of the volume and types of outgoing mail processed, determines charges to departments outgoing mail processed, determines the most cost-effective ways to process mail, and prepares required United States Postal Service reports. The Postal Services Supervisor advises departments on their mailing projects, resolves complaints, and assists with daily mail operations by participating in the receiving, sorting, preparing and distributing of incoming/outgoing mail.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required.
Experience: At least two years of progressively responsible supervisory mail service experience is required and must include all classes of mail service and current U.S. Postal Service regulations.
Skills: Effective supervisory and interpersonal skills are required. Clerical aptitude is required. Computer literacy is required. The ability to communicate effectively both orally and in writing is required. The ability to supervise and train employees and organize, prioritize, and schedule work assignments is required. Demonstrated customer service skills and the ability to meet multiple deadlines is required. The ability to gather and compile information and prepare reports is required. Must have a current working knowledge of mailing processes, procedures, postal technology, and a knowledge of US Postal Service operations, regulations, practices, and standards.
Effort: Must be able to lift and transport materials, packages, and equipment weighing up to 70 pounds for short distances. Periods of prolonged standing are common.
License: Must have a valid Missouri driver's license.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Prevents institutional liability and the potential loss of its authority to operate an independent mail service by ensuring that the University's mail service complies with federal postal rules and regulations in the receipt, handling and distribution of all classes of mail.
2. Provides an efficient, prompt, service-oriented mail service for the University campus and community by receiving and distributing incoming United State Postal Service and campus mail, weighing and sending packages and all classes of mail, and collecting outgoing mail for pick-up by the postal service according to Federal Postal Regulations.
3. Ensures University compliance in the operation of the contract station by providing assistance as required to the Copy Center Supervisor and Assistant Supervisor regarding maintaining accurate account records for the sale and purchase of stamps, compiling sales information and preparing required daily reports for the United States Postal Service, and depositing revenues from postage sales with the Postal Service.
4. Provides a special mail service to the University by collecting departmental metered mail and campus mail either at the department or from the mail bins, determining postage charges for metered mail by departmental budget number, and providing a monthly report to Financial Services of metered mail charges for each department.
5. Promotes a professional, service-oriented mail service operation by answering inquiries concerning campus and United States mail services and regulations, explaining rates, special types, classes of mail, and packaging requirements, and advising mail service patrons on the most appropriate category and class of mail to meet their needs.
6. Manages Postal Services by determining the fiscal requirements of the department and providing input, formulating budgetary recommendations, monitoring, verifying, and reconciling budget expenditures, gathering, recording, and analyzing data for billing and operational benchmark analyses, preparing reports, participating in the development of department goals and objectives, and suggesting updates and enhancements to the departmental website.
7. Develops a competent, productive and effective departmental staff by hiring qualified applicants, providing instruction regarding federal postal regulations and the use of postage machines, assigning duties, scheduling workers, setting priorities, supervising directly and through delegation mail room operations, enforcing University and department policies, and providing performance evaluations as appropriate.
8. Ensures a smooth mail service operation by developing and/or revising and implementing policies and procedures to improve the quality and efficiency of mail services and establishing guidelines for enhancing customer service.
9. Advises senior administration of advances in mail processing technology and changes in Postal Service regulations which affect the University's mail service by remaining up-to-date on federal mail regulations, maintaining a library of postal regulations, postal bulletins, domestic and international mail manuals, reviewing industry literature, meeting with vendors to understand new postal technology that will increase the efficiency of Postal Services, preparing analysis of the cost-saving or efficiency-producing effects of adopting new technology, and notifying the Director of Communication Services of changes affecting the University's mail operation and recommending purchases and operation changes to increase efficiency.
10. Assists with daily mail operations by participating in the receiving, sorting, preparing and distributing of incoming mail, processing outgoing mail, and recording charges fro miscellaneous services.
11. Serves as the primary liaison with representatives of related outside agencies, serves as the primary point of day-to-day customer service for the department, and responds to inquiries and researches and resolves problems related to transactions handled by the department.
12. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Director of Communication Services.
13. Contributes to the overall success of the Office of Communication Services by performing other essential duties and responsibilities as assigned.
The Postal Services Supervisor is supervised by the Director of Communication Services, exercises independent judgment in directing mail services and ensuring compliance with USPS and University regulations, and provides supervision for full-time, part-time, and student employees.
OFFICE OF HUMAN RESOURCES
REVISED FEBRUARY 2007
JOB FAMILY 2
Factor 1: Educational Requirements of the Job
Level 2 - 100 Points: The job requires a high school diploma or equivalent.
Factor 2: Skill Requirements - Craft and Trade Skills
Level 3 - 550 Points: General mechanical or technical aptitude and specific knowledge and experience in a skill, craft, or trade. The ability to perform standard procedures, operations, and/or operate specific equipment, that is required through at least two years of experience and previous training is required.
Factor 3: Managerial Responsibility
Level 4 - 300 Points: Supervision of a work group including hiring, training, planning, and directing the work of permanent employees. At this level the job often requires close supervision, generally of a rather small number of employees, and it is frequently necessary to train and instruct others, and plan and direct work. Supervisory responsibilities consume moderate amounts of work time and may include input into the development of budgets, some financial and inventory control responsibility, and general work planning tasks. Most first-line supervisors or office managers are typically at this level.
Factor 4: Guidelines
Level 3 - 90 Points: Procedures and standards exist, but considerable latitude in applying procedures and selecting a sequence of activities must be exercised. The employee uses judgment in interpreting and adapting guidelines such as agency policies, regulations, precedents, and work directions for application to specific cases or problems. The employee analyzes results and recommends changes.
Factor 5: Contacts
Level 4 - 175 Points: The purpose is to coordinate activities involving employees, students, and/or the general public. At this level, contacts involve considerable interpersonal skill involving cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor.
Factor 6: Work Environment
Level 2 - 40 Points: The work area involves moderate discomfort and/or risk such as that from moving machinery, occasional work with hazardous substances, or moderate levels of noise. The work may require wearing of protective gear. The work area is generally adequately lighted and ventilated, but may involve uncomfortable temperatures at times.
Factor 7: Physical Demands
Level 3 - 100 Points: Work requires continuous moderate with some strenuous physical exertion including standing, climbing, crawling, and regular lifting of objects over 50 pounds.
Factor 8: Responsibility for Facilities and Resources
Level 3 - 70 Points: At this level would be jobs in which the incumbent has considerable ongoing responsibility for building security and public safety.
Factor 9: Complexity
Level 3 - 450 Points: The work includes various duties involving different and unrelated processes and methods. Decisions regarding what needs to be done depend upon knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor and the department and involve the analysis of the subject, phase, or issues involved in each project or assignment, and the course of action may have to be selected from many alternatives. The work involves elements that must be identified and analyzed to discern interrelationships.