Senior Mail Processor

% 

of time

Key Responsibilities

(To be completed by Supervisor)

• Perform duties in Outgoing Mail section, metering different class of mail, including presort mail. 

• Process accountable mail, including Priority Mail, Express Mail, UPS, Fedex, Insured, Registered, Certified, etc. Also, investigate mail delivery locations, using different database, including University’s employee name directory, etc.

• Breakdown or fine sort campus, outgoing and USPS mail into designated boxes, provide directory service to insufficiently addressed mail. 

• Organize and wrap up mail for routes and items such that delivery is orderly for consolidated D&S and Mail Services routes.

• Assist in other areas of Mail Services performing according to established standards.

• Provide assistance as needed in the internal mail operations including mail sorting, either machine or manually and mail metering.

• Few years back, Mail Services moved to an automated mail sorting system. In this system, mail is fed through a feeder and via a conveyor belt it goes through an imagecapturing device. The address information is read and compared with the campus-wide database and matched mail is sorted and cased through iBOT (intelligent robotic wireless vehicles) to its appropriate box number. Operation of this system requires technical expertise.

• Staff in this area should be able to perform the following tasks:

  • assist in selecting the appropriate job scheme depending on the job on hand

  • check the positioning of iBots before the start of the day

  • making sure of the authenticity of the bin allocation

  • able to decide the correct priority of mail processing through the machine

  • prepare mail in the most efficient way to maximize the productivity of the machine

  • assist in reconfiguration of bin allocation

  • make sure of the correct positioning of the optical device that reads the address

  • able to install and de-activate iBots as needed

  • perform common machine troubleshooting, like paper jam, iBot jam, etc

  • perform regular machine maintenance, like vacuuming dust from the conveyer belts and mail feeder

  • interact with the vendor to explain of any technical problem experienced

• As needed, perform delivery and collection of mail on assigned route. 

• Organize and wrap up mail for route and items such that delivery is orderly and timely meeting scheduled delivery times. 

• Separate outgoing mail picked up from campus locations into four categories; mail to be metered, campus mail, international mail and special service/commercial carrier mail. 

• Secure signatures during delivery of Accountable mail and cross-dock packages (Express Mail, Registered, Certified and Insured) and return the documentation to the Accountable mail section and cross-dock supervisor. 

• Perform assigned route duties according to Polices and Procedures for Mail Processor Messengers.

Whenever necessary, provide assistance to other areas of the mail, distribution, and warehouse operations. Some examples are listed below, but not limited to the following:

• Distribution

  • Cover another delivery or courier route.

  • Perform ad hoc pick-up/delivery service.

  • Respond to moving large equipment, in disassembling /assembling furniture, or in other moving services.

• Warehouse

  • Receive, assign control numbers and tags, and arrange long and short term items in Storage

  • Receive, apply barcodes, and arrange gas cylinders

  • Receive and process of cross-dock packages

  • Receive, inspect, and uncrate large and valuable equipment

  • Pull or file x-rays and medical records

  • Retrieve or return boxes of documents or loose furniture and equipment

• Mail

  • Sort and case mail by box numbers and if address is incomplete, research the recipient using the campus database.

  • Process incoming USPS accountable mail (Express Mail, registered, certified, and insured) entering delivery information in the database and generate signature forms.

  • Rate and record for recharge business reply mail to correct franking number.

  • Fill stamp order and send to requestor as accountable mail. Enter data for recharge.

  • Classify each outgoing mail by type and weight and determine the franking number to enter into the mail billing system and using a high-speed metering equipment (both digital and mechanical), imprint the correct amount of postage.

  • Process for dispatch outgoing accountable mail according to postal regulation and expedited packages according common commercial carriers. 

  • Complete and attach all appropriate forms for domestic and international shipments.