Mail Services Supervisor

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Position Details
Position Information

Announcement Number	STAFF – VA – 24199
For questions regarding this position, please contact:	Kathryn Jahnke 406-994-6774 [email protected]
Classification Title	Mail Svcs Supv
Working Title	Mail Services Supervisor
Brief Position Overview	Under general supervision of the Mail Services Assistant Manager, this position oversees the contract station postal retail window, USPS postal boxes, mail processing & delivery and general accounting and fiscal management. Position is also the backup Bulk Mail Supervisor and fills in for the Assistant Manager during absences along with other duties as assigned.
Position Number	4M0940
Department	Facility Services
Division	University Services
Appointment Type	Classified
Contract Term	Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA	Exempt
Union Affiliation	Exempt from Collective Bargaining
FTE	1.0
Benefits Eligible	Eligible
Salary	$25.50 per hour, commensurate with experience, education, and qualifications
Contract Type	Classified Salary
If other, please specify
Recruitment Type	Open

Position Details

General Statement	Mail Services provides the University and local community with reliable, customer-focused, and cost-effective postal services that are integrated with the U.S. Postal Service. This position assists the Assistant Manager of Mail Services in maintaining accounting and fiscal management for the Mail Services Department, overseeing the USPS postal box section, managing, and providing coverage for the customer service window, sorting and managing the delivery and pickup of mail across campus, and providing passport services. The work is done in a highly regulated environment and must be accomplished with a high degree of accuracy and within short and inflexible timelines.
Duties and Responsibilities	Operate, manage, and provide a full array of postal services at the customer service window of Mail Services. Operate and manage central mail by receiving and sorting, delivery, pickup, and processing of outgoing mail across campus. Perform accounting and fiscal management by maintaining and reconciling indexes for central mail, bulk mail, contract station, and passport operations including reporting and collaboration with customers. Supervise direct reports including directing work, scheduling, and performance management. Manage daily opening and closing procedures for Mail Services. Backup bulk mail operations and act as Assistant Manager as needed.
Required Qualifications – Experience, Education, Knowledge & Skills	High school graduation or equivalent, plus progressive experience working in a mail services unit/area, or an equivalent combination of relevant education and/or experience. Demonstrated supervisory experience. Demonstrated competence managing, monitoring and reconciling bookkeeping/accounting records. Demonstrated understanding of MS Office suite and use of office equipment such as copiers, registers, and computers. Demonstrated customer service and relationship management skills.
Preferred Qualifications – Experience, Education, Knowledge & Skills	Two years of experience working in a mail service unit, or an equivalent combination of relevant education and experience. Knowledge of specialized software, such as USPS RSSBP (Retail Systems Software – Business Processes) functions and reporting systems Hasler/G2 software/hardware/relational database or similar. Experience conveying policy and giving instruction to others on policies and procedures.
The Successful Candidate Will	Ability to maintain records with a high degree of accuracy and close attention to detail. Possess strong customer service skills to clearly convey both federal and state requirements and/or procedures. Ability to work independently with minimal supervision; communicate effectively with co-workers, supervisors, manager, and the campus community. Consistently exercise initiative and good judgement. Provide excellent customer service to campus and Bozeman area customers. Troubleshoot malfunctions of equipment (via remote contact with vendor) and remedy problems in-house, whenever possible. Collaborate on budget plans by analyzing prior year expenditures, forecasting future needs, gathering input from appropriate sources (such as Mail Services Supervisor, Department Budget Manager, University Business Services, etc.). Effective interpersonal and communication skills, both oral and written. Demonstrated knowledge of post office operations, including postal equipment and postal regulations. Miscellaneous related duties including, but not limited to: May provide back-up to other Mail Services functions, such as: sort, prepare for dispatch, and deliver/pick up mail along specified routes; provide advanced customer service support at the customer service window; and prepare bulk mailings and provide back-up coverage.
Position Special Requirements/Additional Information	Must possess currently or be eligible to obtain a valid State of Montana Driver’s license and have an acceptable driving record (less than 12 points). Do NOT send a copy of the driver’s license. The final candidate selected for this position will be required to successfully pass a background check. This job description should not be construed as an exhaustive statement of duties, responsibilities, or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands	This position routinely weighs and pre-sorts mail, meters mail, and prepares university mail for delivery by department and designated route. This position may provide back-up to other Mail Services functions, which may require the incumbent to load and unload mail vans, sort departmental mail, fill in on transversing and driving delivery routes and an occasional Saturday, and process both campus and retail mail. Must be able to transport up to 50 pounds, remain in a stationary position for prolonged periods of time, work in adverse weather conditions, and ascend and descend stairs with parcels and sacks of mail. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties?	Yes

Posting Detail Information

Number of Vacancies
Desired Start Date
Position End Date (if temporary)
Open Date
Close Date
Applications will be:	Screening of applications will begin on January 19, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
Diversity Statement	Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples. In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile. MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/hr/recruitment/dualcareer.html

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Mail Services Supervisor

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