Williams College Williamstown , MA 01267
Posted 3 weeks ago
Opening Details
The college is pleased to announce an opening for an Assistant Manager of Mailroom Operations. Reporting to the Associate Director of Dining Services, this position is responsible for overseeing & executing the processes of student mail & package receiving, sorting, and distribution. Required Hours will be Monday through Friday 8:00 am
Navigating the complexities of this role involves juggling numerous responsibilities, each with its own set of challenges. From overseeing mail clerks and temporary staff to managing mail processes and addressing patron inquiries, there's a constant need for effective multitasking and problem-solving. Assigning mailbox numbers, maintaining accurate databases, and coordinating mail forwarding require meticulous attention to detail and organizational skills. Additionally, hiring, training, and scheduling student assistants demand strong leadership and communication abilities. Managing temporary staff during peak periods and ensuring financial transactions with carriers are handled accurately heighten the intricacy of the position.
We are committed to building a diverse and inclusive community and strongly encourage candidates from underrepresented groups or who have experience working with a broadly diverse population to apply. In their cover letter, applicants should highlight relevant experience with working with, and supporting individuals from culturally-diverse backgrounds.
Responsibilities
Accept mail from USPS
Accept packages from USPS, UPS, FedEx, DHL, and other carriers which deliver student mail/packages to the Paresky Center
Bring mail and packages from the Paresky mezzanine level drop-off areas to the JP Mailroom on the first floor of the Paresky Center, using the carts provided as needed
Utilize the NeoTrak system to process packages for student notifications & distribution
Sort mail and packages by student mailbox number
Distribute the mail into individual mailboxes in the JP Mailroom
Ensure that all mail and packages are distributed daily (M-F) by 3pm
Return mail & packages as necessary and per protocol
Report suspicious mail to authorities per protocol
Distribute packages to students utilizing NeoTrak.
Respond to patron issues & questions
Ensure copier, printer, Qtrak, and NeoTrak units are all in good working order and arrange for repairs/replacements of equipment as needed
Ensure supplies (toner, printer paper, watermark paper, postage stamps, scissors, staplers, tape dispensers, games, etc.) are at appropriate levels at all times and replenish as needed
Assign mailbox numbers to new students and students returning from a break from the College
Maintain accurate address databases and box combination records
Block mailboxes of students who are studying away during the current term, and remove them when the student returns from study away
Coordinate summer student mailbox usage
Coordinate forwarding of student mail as appropriate
Train & utilize temp clerks for especially-busy periods (such as August
Manage & distribute mass mailings per protocol; bill for mass mailings and deposit checks/cash.
Bills UPS for charge-backs and deposit checks
Track data as requested by the Associate Director or Director
Have working knowledge of NeoTrak system to trouble-shoot when there are issues, and work with OIT when problems arise
Fill in on Intra-Campus Mail route on days that the Intra-Campus Mail Coordinator is out and a temp is unavailable
Provides support in accepting and pick up of dorm movers boxes in conjunction with the Dean's Office
Provide the Associate Director with general budget/financial support as appropriate
Other duties as assigned by the Associate Director or Director
Qualifications
Applicants should possess a minimum of three years of practical experience in mailroom operations or related mail services, or an equivalent combination of relevant educational attainment.
Proficient in computer programs such as Excel and Word are desirable.
Strong organizational skills & attention to detail and accuracy.
Significant positive customer service experience.
Supervisory experience.
Understanding of importance of mail security.
Experience with computer database systems and ability to quickly learn new database systems.
Ability to work collaboratively with colleagues and students.
Valid driver's license
Application review will begin on April 26, 2024, and will continue until the position is filled. Pay range is from $54,000 to $62,000 per year, commensurate with experience. Job band 2-F. Please visit https://staff-careers.williams.edu/ to apply. Please visit https://staff-careers.williams.edu/ to apply. We are committed to building a diverse and inclusive community and strongly encourage candidates from underrepresented groups to apply.
Conditions of Employment
Employment at Williams is contingent on the verification of background information submitted by the applicant, including the completion of a criminal record check, and education when applicable.
Equal Employment Opportunity
Beyond meeting fully its legal obligations for non-discrimination, Williams College is committed to building a diverse and inclusive community where members from all backgrounds can live, learn and thrive. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process please feel free to contact us via phone at (413) 597-2681 or email at hr@williams.edu.
Williams College