Job Description
Job Title: Mail Services Specialist
Department: Administration
Reports To: Records, Imaging and Mail Manager
FLSA Status: Non-Exempt
Grade: A
Grade Range: $32,300 (min) $40,400 (mid)
Hybrid: Up to 2 days remote after training period
Requestion ID: ADM-012501MSS
MISSION CONTRIBUTION: Work performed directly ties to the mission of "securing the future for Ohio's police and firefighters" by ensuring member and employer-related, legal, financial, and other documents are processed, time-stamped, and delivered in a timely manner to the correct parties. As a result, the documents are available and ready to use to provide service and benefits to active and retired police and fire members and their beneficiaries, according to OP&F's plan design.
SUMMARY: The employee in this position, under the supervision of the Records, Imaging and Mail Manager, performs a variety of incoming and outgoing mail services and imaging functions in a multi-functional environment. This position is primarily responsible for accurately opening, reading, comprehending, identifying, time stamping, processing, distributing and scanning Mail in a timely manner according to defined guidelines, policies and procedures. This position interacts with various departments throughout the Fund as well as external contacts and customers.
ESSENTIAL DUTIES AND RESPONSIBILITIES: includes the following and other duties maybe assigned.
- Maintains customer satisfaction according to department procedures, guidelines and policies.
- Receive, sign for, accurately sort and process incoming mail and deliveries for the Fund from Mail Carriers within established timeframes according to departmental guidelines and procedures.
- Open, read, comprehend, time stamp, identify, process, and distribute USPS Mail, Overnight Mail and Walk-Ins in an accurate and timely manner according to established departmental guidelines and procedures.
- Read, comprehend, identify and accurately prepare member, employer and OIP documents for scanning according to established guidelines, procedures and policies in order to meet service level agreements.
- Operate and maintain Pitney Bowes Connect Right Mailer and Label Printer, Arrival, Meter Machine, Folder Inserter, Letter Opener including periodic checks for updates and downloading updates when available.
- Effectively work in a multi-task environment.
- Deliver and pickup Mail within the Fund.
- May Perform hand deliveries within the downtown vicinity etc.
- Assist with cross training as needed.
- Maintain confidentiality of mail information according to policies and guidelines.
- Establish and maintain effective two-way communications with RIM Management, external and internal contacts.
- Accurately handle the processing of daily, monthly, quarterly, periodic and yearly mailings in accordance to established guidelines and procedures.
- Monitor, initiate and follow through on service calls for the maintenance of Mail Equipment or Software according to departmental guidelines and procedures.
- Effectively use of internal systems and applications in order to perform job functions in an effective and efficient manner including Pension Fund System, Scanning Software, OP&F Application Manager, Doc Viewer, SharePoint, Intranet, Microsoft Office.
- Periodically perform inventory of Mailroom supplies and replenish as needed and perform various tasks in preparation for the delivery of office supplies throughout the Fund as designated.
- Accurately compile and report statistical information for Management including maintaining applicable spreadsheets.
- Respond to all mail inquires that are received via email, voice message or face to face in a professional and timely manner.
- Assist the Records and Imaging Department and other BTS areas as needed.
- Assist with Mail Services, Records or Imaging projects as needed.
- Performs box audits according to departmental policies and procedures.
- Perform additional responsibilities as assigned by Records, Imaging and Mail Manager.
SUPERVISORY RESPONSIBILITIES: None
REQUIRED QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Maintain a valid Ohio Driver’s License. Candidate should possess good team player qualities, excellent time management and organizational skills. Ability to work in a team centric environment. Previous experience working in a Mail Services environment is helpful but not required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: High school diploma or general education degree (GED) and six months to one year related experience and/or training; or equivalent combination of education and experience. Must have basic knowledge of Microsoft Office.
Language Skills: Ability to read, comprehend and interpret documents such as written departmental guidelines and procedures, safety rules, emails, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Must have effective Communications Skills both verbal and written.
Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Certificates, Licenses, Registration: None
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee frequently is required to stand; walk; sit; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must frequently lift and/or move up to 60 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee may be exposed to moving mechanical parts and outside weather conditions. The employee may be exposed to high, precarious places; fumes or airborne particles; and toxic or caustic chemicals. The noise level in the work environment is usually moderate.
The position entails the opening and closing of the Records Vault. Must have knowledge of fire prevention techniques and emergency evacuation procedures.
Job Tags
Full time, Remote job, Night shift,