MAIL ROOM SUPERVISOR - Facilities Management

Full Job Description

Ensures compliance with USPS regulations for processing incoming and outgoing letters and packages in addition to interoffice mail. Supervises processing and sorting mail for pickup and delivery to our eight buildings in the downtown campus and surrounding sub stationed areas. Implements new technologies and efficiencies to maximize cost savings for Countywide mail operations and mandate security protocols for incoming deliveries.

THIS POSTING MAY CLOSE AT ANY TIME ONCE A
SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED

BENEFITS

Tarrant County employees enjoy superior health, retirement, and insurance benefits &
13 County Holidays

For more information, please click on the link below:
http://www.tarrantcounty.com/en/human-resources/employee-benefits.html

Requirements

1. Supervises and assists direct reports. Creates policies and procedures for proper mail handling procedures, quality control standards, written standard operating procedures, and safety guidelines and ensures compliance. Schedules training for operations and safety.

Manages department budget including supplies, uniforms, inventory, capital equipment, and contingent labor. Creates requisitions for inventory, equipment, maintenance agreements, supplies, etc.

Manages inventory and logistics and prepares monthly reports. Monitors postage meters and maintains a daily balance to process mail.

Monitors and assists with presort mail reports, updates, and guidelines for Housing Authority, Elections, and Administration and Justice Center mailrooms.

2. Implements and administers complex software projects as mandated by the USPS, ensuring receipt of the best postage rates and reporting abilities. Coordinates security, installations, and upgrades and resolves compatibility issues with outside vendors and County IT.

Manages data from cloud-based server and performs reconciliation of 140+ postage allocation accounts with over one million transactions annually.

Prepares interdepartmental billing for Auditor's Office. Follows strict guidelines for processing and receiving refunds from USPS for service not rendered and submit checks to Auditor's Office.

3. Recommends new products and equipment. Prepares specifications and proposals for bid and evaluates vendor responses. Manages vendor performance throughout life of contract.
4. Creates and delivers Countywide training classes for mailroom software. Establishes department credentials and troubleshoots software problems as the liaison between vendors and County IT.
5. Performs technology enhancements such as setting up shared drives between mailrooms on the network.
6. Acts as County liaison for mail operations and as subject matter expert for elected officials, department heads, and mail coordinators regarding USPS procedures for shipping and receiving packages, complex mail services, County policies, and other related issues.
7. Maintains database logs for FedEx, airborne, certified, and restricted delivery mail. Utilizes enhanced technology for scanning, tracking, and search/location capabilities.
8. Provides departments with historical expenditure data for their annual budget projections.
9. Assesses mailroom inefficiencies and supervises remodels and space planning for enhanced security and efficient workflow.
10. Scans all incoming and outgoing barcoded mail and packages to provide accurate real time package status and signature capturing, thus optimizing workflow process. Assists employees in preparing, sorting, and delivering mail. Makes repairs and adjustments to equipment when possible.
11. Performs all other related duties as required.

Qualifications

NOTE: You must fill out the work history and education sections of application to show you have years of experience/education as required by hiring department or be disqualified.

High school diploma or equivalent.
Four (4) full-time years of experience in a mail center environment including experience with mail technologies.
Supervisory experience preferred.
Executive Mail Manager Certification preferred.
Valid and current driver license required.
Knowledge of pre-sort mail, IMpb packaging, and e-Certified mail plus general mailing requirements.
Knowledge of shipping, receiving, FedEx, UPS, and USPS operations and regulations with operating experience on computer programmable meter mail machines and tracking software.
Microsoft Office suite, budgeting, and accounts receivable and payable experience a plus.
Must have good interpersonal relationship skills and ability to train others.
Equipment maintenance abilities helpful.
Must have good hiring and interview techniques and ability to operate a vehicle safely.

(THE SELECTED CANDIDATE(S) FOR THIS POSITION
MUST TAKE AND PASS A PRE-PLACEMENT PHYSICAL EXAMINATION & DRUG SCREEN)

If hired, you must provide proof of educational attainment at new hire processing

Tarrant County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudication in the past seven years and may include financial reports, motor vehicle records, employment records and educational attainment.

A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.