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University of Rochester Asst Supvr Mail Svcs - 232074 in Rochester, New York

Asst Supvr Mail Svcs Job ID 232074

Location Central Administration Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Mail-Fac & Services


7 AM-4 PM



Responsible for assisting the supervisor and manager to run the mail operations and distribution facility to include the Bulk Mail area; the Presort/Meter area, the intramural mail section; and incoming mail. Assistant Supervisors are expected to understand all task specific processes and procedures regarding mail processing and pertinent US Postal regulations. They are expected to perform lead work duties within the unit to ensure work schedules are maintained; share and communicate information to team members whose work they oversee, peers, and higher management; and be able to use independent judgement and problem solve within the scope of their assigned tasks.


Direct staff, monitor progress of day-to-day operational tasks and advise the supervisor regarding process redesign and recommend corrective discipline.


Computer, Telephone, Printer/Copier, Barcode Scanner, Forklift, Machines for Metering, Inkjet, Inserting, Tabbing, Cutting, Folding, Tying, Binding and Strapping.


  • Makes recommendations in regards to hiring and promotions; appraises performance, counsels; disciplines and/or makes recommendations for disciplining action; develops and implements training activities to ensure high standards of performance. Distribute daily work assignments and direct front line staff including full time, student, and temporary workers; prioritize work and oversee its completion; instruct all staff regarding policies and procedures, record notes to file and recommend any necessary discipline; participate in management meetings, both departmental and divisional. Assume responsibility for the department in the absence of the supervisor.

  • Perform operational duties for department, including operating special postal software and machines; establish and maintain production schedules for mail lists and bulk mail production and other mail delivery services. Consult with departments to plan and schedule standard and variable data, maintain all relevant records according to University guidelines; maintain suitable inventory of postal supplies; schedule and prioritize processing times based on customer expectations and department guidelines; collect production data for management reports; monitor division goals.

  • Analyze, manage and prepare databases; import, export, and process electronic databases of various formats; use specialized software to ensure lists are certified according to USPS requirements; visual inspection and manual data entry to supplement computer processing logic; merge and purge multiple lists; encode databases in proper sequence with corresponding endorsement lines and barcodes to include full-service intelligent mail barcodes; follow all University procedures regarding confidentiality and HIPPA security measures concerning database management.

  • Acts as a technical advisor to University departments on mailing matters, answer detailed questions regarding Mail Services' processes and USPS postal rates and regulations; clarify customer expectations; inform customers of the status of their mail; provide processing and postage quotations.

  • Ensure all materials produced and processed meet customer expectations, USPS regulations, and department standards. Make certain staff follows all quality control processes. Determine and implement appropriate actions when necessary; investigate errors and recommend solutions to Supervisor.

  • Prepare routine financial statements/accounting reports in accordance with departmental format; analyze and utilize production and human resource data to ensure efficiency; review and finalize daily bulk mail requisition sales; responsible for retention and storage of financial records in accordance with University policy and proper accounting principles.

  • Maintain safe and secure environment in accordance with University and department guidelines; ensure that all employees are trained to use University equipment properly and safely; make certain that all employees are up to date with USPS security processes and procedures; maintain and update the department's Disaster Recovery and Contingency plan.

  • Instruct new hires on policies and procedures, postal regulations, department standards and how to use assigned equipment. Monitor staff training and certification files.

QUALIFICATIONS:Associate's degree and 2 - 4 years of relevant experience including large volume mail production and supervision or equivalent combination of education and experience totaling four years.License/Certification: USPS Mail Design Professional and Bowe Bell & Howell/ BCC Mail Manager Software certifications required within 12 months of acceptance of the position.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled