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A. Supervise general department operations
1. Provide the appropriate controls to ensure the security of sanctity of all U.S. Mail, package shipments and campus mail handled by Mail Services
2. Know the basic information form the Postal Service and package carriers’ manuals, directives, guides, etc. and how to find information in these items
3. Prepare and maintain appropriate policies, procedures and training materials for all operations
4. Communicate Mail Services’ policies and procedures to the appropriate customers
5. Maintain Mail Services’ space, including the lobby, and equipment keeping them clean and organized
6. Set and monitor appropriate processing goals for all functions
7. Supervise student employees
i. Recruit, interview and hire the student employees
ii. Train staff in all policies, procedures, goals, deadlines, etc. using training materials and provide refresher training as needed
iii. Prepare the work schedules
iv. Supervise the staff as they work
v. Maintain payroll records and prepare and submit payroll reports as required
vi. Periodically review the staff’s job performance
vii. Ensure the safety guidelines and standards are followed in all work practices
8. Prepare and practice the plans of how Mail Services will operate in the absence of the supervisor, with the loss of electricity and other disasters
9. Serve as liaison between ACU and the US Postal Service and the package carriers
10. Maintain an appropriate stock of all USPS and package carriers’ forms, packaging supplies, etc. to meet the anticipated demand
11. Stay up to date on the mail and package handling industry
12. Prepare reports on mail volume, postage expense and processing goals as required
B. Supervise the mail distribution functions
1. Accept the incoming U.S. Mail and package shipments from the carriers
2. Sort and box the incoming U.S. Mail and campus mail
3. Process all incoming accountable U.S. Mail and package shipments
4. Process all Incoming business reply and postage due mail
5. Process the incorrectly addressed mail, undeliverable mail and mail requiring forwarding
6. Run the department delivery routes
7. Perform appropriate checks of the computer inventory of undelivered accountable U.S. Mail and package shipments and the mailbox contents for proper boxing
C. Supervise the mail processing functions
1. Provide consultation services to the departments on the various options available and how to prepare their outgoing U.S. Mail
2. Process the outgoing U.S. Mail according to the Postal Service’s policies and procedures
3. Maintain the outgoing U.S. Mail postage meter
4. Maintain the security of the postage meter and postage funds
D. Supervise the customer service window
1. Provide service and assistance to customers at the window
2. Give out mail and shipments according to Mail Services’ policies and procedures
3. Sell postage stamps, shipping services and packaging supplies
4. Provide copying and printing services to customers
5. Maintain the cash drawer
i. Maintain proper financial controls and security of the cash drawer
ii. Count the cash drawer as required
iii. Prepare and submit deposits as required
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