Job Posting Title:
Mail Services Supervisor
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Hiring Department:
Document Solutions
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Non-Exempt
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
General Notes
Document Solutions provides a variety of high quality and affordable printing services in offset, full color digital and wide format, mail services, and copy services. For more information on Document Solutions, please visit: https://documentsolutions.utexas.edu/
Your skills will make a difference.
You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of University Business Services (UBS) staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:
- Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
- Voluntary Vision, Dental, Life, and Disability insurance options
- Generous paid vacation, sick time, and holidays
- Teachers Retirement System of Texas, a defined benefit retirement plan, with 8.25% employer matching funds
- Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
- Flexible spending account options for medical and childcare expenses
- Robust free training access through LinkedIn Learning plus professional conference opportunities
- Expansive employee discount program including athletic tickets
- Free access to UT Austin's libraries and museums with staff ID card
- Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards .
Purpose
The Production Mail Services Coordinator is responsible for overseeing the operation of bulk mail services for the University of Texas at Austin and State of Texas agencies. This role involves coordinating and managing the preparation, processing, and delivery of large volume mailings and fulfillment projects.
Responsibilities
- Coordinate and manage the preparation, processing, and distribution of bulk mail and fulfillment projects, ensuring timely delivery deadlines. Supervise a team of mail processing staff, providing guidance and support for mail sorting, labeling, and addressing procedures. Ensure all mailings meet U.S. Postal Service or other relevant postal regulations for bulk mail and are optimized for cost efficiency.
- Preflight and processing of mail lists data processing software; preparing files to be used on inkjet and inserter equipment. Manage and schedule the production flow of bulk mail and fulfillment projects with production staff and delivery drivers. Track and maintain inventory of mailing supplies, such as envelopes, labels, tabs, stamps, and postage permit balances, USPS trays, etc. Operate, maintain and troubleshoot mail equipment.
- Stay current with USPS regulations and industry trends related to production mail and direct mail services, ensuring compliance with all postal requirements. Analyze and recommend cost-effective postage methods, routes and materials, working to minimize mailing expenses while maintaining service quality for the department. Maintain a good working relationship with representatives of the post office. Attend conferences and seminars pertaining to all classes of mail and post-office regulations.
- Act as the primary point of contact for the University departments and State agencies regarding production mailings and fulfillment needs. Consult with departments to assess mailing needs, deadlines, and volumes, providing expert advice on best practices for mailing projects. Work with customers to improve and provide cost-saving alternatives for their mail projects. Coordinate with external vendors (e.g., postal services, print vendors) to ensure successful completion of large-scale mailings.
- Manage, maintain, and troubleshoot mailroom equipment, including addressing systems, folding machines, and inserters. Oversee the proper training, maintenance, and servicing of equipment to prevent downtime and ensure smooth operation. Implement and maintain software and/or digital tools necessary for bulk mailing, such as mail list management, tracking and reporting systems.
- Maintain accurate records of bulk mailings, including postage costs, quantities mailed, and departmental billing. Prepare and submit regular (monthly, quarterly, yearly) reports to management, providing insights into mailing operations, cost savings, and process improvements. Maintain inventory of postage permit balance, stamps and mailing supplies.
- Provide exceptional and professional customer service to the University and State of Texas clients by addressing inquiries, resolving issues, and ensuring satisfaction with bulk mailing services in a timely manner. Investigate and resolve any problems related to delayed, misdirected, or undelivered mail. Demonstrated a willingness to accept directions from managers and peers to improve quality for work and performance. Foster a collaborative and efficient work environment.
- Full knowledge of NCOA (National Change of Address) and CASS (Coding Accuracy Support System) Certification. Other related duties as assigned. Maintain a regular flow of information concerning daily activities and division status to the Assistant Director.
- This position typically works in a print shop or mailroom setting, with regular exposure to mail processing equipment and materials. Occasional overtime may be required during peak mailing periods (e.g., the start of the academic year, campus events and before holiday breaks).
Required Qualifications
High School diploma or equivalent required. Minimum 3-5 years experience in bulk mail operations. Strong knowledge of USPS regulation and bulk mail processes. Strong organizational and multitasking abilities, with attention to detail. Ability to supervise and motivate a team effectively. Excellent communication and interpersonal skills. Proficient in office software (e.g., MS Office Suite), and familiarity with mailing software and databases. Ability to handle confidential and sensitive materials.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Associate's degree in business, logistics, or relater field preferred. 6+ years of bulk mail experience in a higher education or commercial print shop environment.
Driving Required
This job requires a class "C" operator's driver's license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).
Salary Range
$53,000 + depending on qualifications
Working Conditions
- Uniforms or PPE
- May work in all weather conditions
- May work in extreme temperatures
- Standard office environment
- Chemical fumes
- Use of keyboard
- Use of manual dexterity
- Lifting and moving
- Ability to lift and move mail trays and boxes weighing up to 50 lbs. Ability to stand, walk, and operate mailroom machinery for extended periods.
Work Shift
40 hours (Monday-Friday) 8:00am-5:00pm
Required Materials
- Resume/CV
- 3 work references with their contact information; at least one reference should be from a supervisor
- Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
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