DEFINITION

To oversee, manage and participate in a variety of duties in the processing of various materials including incoming and outgoing mail, supplies, and equipment shipments; manage the scheduling and maintenance of motor vehicles; and to perform other materials management activities as required.

SUPERVISION RECEIVED AND EXERCISED

• Receives general direction and supervision from the Director of Purchasing and Inventory.
• Exercises direct supervision over lower level staff.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS--Essential and other important responsibilities and duties may include, but are not limited to, the following:
 
Essential Functions:
 

• Oversee the receipt, sorting, coordinating, metering and distribution of all incoming and outgoing mail to include inter-campus mail to or from the college, and make sure adequate postage is available. 
• Recommend and assist in the implementation of goals and objectives; establish schedules and methods for providing materials processing services; implement policies and procedures.
• Receive, distribute and maintain records on incoming and outgoing  shipments for accuracy; process, maintain records for and track shipments; contact shipping vendor as needed; inspect shipments for accuracy and condition of materials; verify with purchase order; report damaged shipments and shipping discrepancies to appropriate vendor.
• Work closely with the CFCC Equipment Inventory Coordinator in receiving, documenting and tagging equipment orders. Communicate efficiently with areas of the college expecting these equipment orders.
• Identify opportunities for improving service delivery methods and procedures; review with appropriate management staff; implement improvements.
• Seek ways to reduce mailroom costs; implement   programs and procedures to increase efficiency.
• Supervises and manages staff assigned to Mail Room, including establishing work schedules, assigning tasks, cross-training , and evaluating and developing performance.
• Determines the best location to efficiently deliver inter-campus mail, postal services, and packages; establishes the most efficient route for delivery and pickup at all campuses.
• Oversee cleanliness of materials processing and warehousing facilities; organize materials, supplies and equipment; maintain up to date inventories of all supplies and materials.
• Operate specialized materials processing equipment including a forklift, pallet jack, postage machine, engraving machinery, package tracking system, etc.
• Coordinate all incoming and outgoing materials records with appropriate college business offices; assist purchasing, accounts receivable and accounts payable as necessary.
• Manage the operation and maintenance schedule of College vehicles; maintain the schedule of reservations; ensure vehicles are serviced on a regular basis; report mileage usage by department monthly; provides input to purchasing on new lease agreements and determining college needs. 

Other Important Functions:
 

• Oversee the operation of the engraving machinery and equipment for nameplates and badges.
• Notify departments or offices of special mail or packages received; answer questions and provide information to department or office staff on postage policies, rules and procedures.
• Provide an OSHA approved, forklift certification program for all employees who are required to operate the college’s forklift and/or motorized pallet jack.
• Maintain postage metering equipment and supplies; monitor supplies inventory; requisition supplies as needed.
• Perform related duties and responsibilities as required.

Qualifications

QUALIFICATIONS

Knowledge of:

1. Postal system policies, procedures, laws and regulations.
2. Ability to manage fleet vehicles
3. Supervision and scheduling of direct reports
4. Methods and procedures of tracking shipments.
5. Methods and procedures of processing bulk and business reply mailings.
6. Follows all policies, and operating procedures of the college.
7. Principles and procedures of record keeping.
8. Basic mathematical principles.

Ability to:

1. Establish and maintain effective working relationship with faculty, administrative and subordinate employees, and officials of the USPS.
2. Interpret and apply postal system policies, procedures, laws and regulations.
3. Maintain and balance accounts and billing records.
4. Understand and follow oral and written instructions.
5. Establish and maintain cooperative working relationships with those contacted in the course of work.
6. Individual must routinely handle confidential packages and mail pieces and must be completely trustworthy.   Ensure employees are discreet and confidential in all phases of mail handling.
7. When necessary, provide back up support in all areas of the Shipping & Receiving Dept and Mail Service Dept.
8. Maintain effective audio-visual discrimination and perception needed for:

• making observations
• communicating with others
• reading and writing
• examining incoming materials and supplies and outgoing packaging
• operating assigned equipment and vehicles.

Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:

• walking, standing or sitting for extended periods of time
• lifting, stooping, climbing, bending and carrying heavy materials up to 70 lbs
• operating assigned equipment.
• working in adverse weather conditions

Maintain mental capacity which allows the capability of:

• making sound decisions
• answering questions
• demonstrating intellectual capabilities

Communicate clearly and concisely, both orally and in writing.

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Education:

• Associates Degree or higher in a business or operations related field.  
• Additional formal training in inventory control or fleet vehicle management is preferred.

Experience:

• Three years or more experience in warehouse/inventory control.

License or Certificate:

• Possession of, or ability to obtain, an appropriate, valid driver’s license.
• Possession of, or ability to obtain, an appropriate certification to operate forklift.

Supplemental Information

Special Instructions to Applicants:

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.
   
• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required.
• Applicants who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.