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Job Title: Mail Room Specialist
Location: Vienna, VA
Type: Contract
Compensation: $28.00/hr
Work Model: Onsite – onsite

Description       

The Mail Operations Technician is responsible for the efficient production and distribution of all outbound mail and printed materials. This includes operating mailing equipment, ensuring the accuracy of mailings, and coordinating with other departments to meet production deadlines. The Mail Operations Technician II will ensure that all outgoing communications are delivered on time and in accordance with company standards and postal regulations.

Responsibilities

·       Operate both sorting and inserting equipment.

·       Determine proper equipment configuration and operating procedures according to envelope size, number of inserts, etc.

·       Operate both sorting and inserting equipment.

·       Determine proper equipment configuration and operating procedures according to envelope size, number of inserts, etc.

·       Performs equipment set up and adjustments for each job ensuring proper processing.

·       Hand-matches checks with statements and inserts into envelopes all mail sets that default from the inserting machine process.

·       Hand Process legal notary letters and maintain logs per state regulations.

·       Maintains a clean and organized work area. Enforces building security procedures.

·       Monitors equipment performance.

·       Schedules or performs cleaning and maintenance.

·       Log/Process all outgoing registered and certified mail.

·       Log/Process all outgoing priority mail and priority mail express.

·       Operate and refill Postal metering machines.

·       Under supervision, monitor the functions and use of inserting machines and associated equipment to ensure work quality and compliance.

·       Perform routine minor repairs.

·       Provide support for other Mail Operations Section projects.

·       Record and prepare first and third-class mail reports to qualify for Postal Service discounts.

·       Read and understand job tickets from customer.

·       Participates in verifying compliance with U.S. Postal Service (USPS) requirements.

·       Identify and correct any errors or problems for each project.

·       Maintain and stock essential materials and supplies.

·       Operate mail sorter: prepare printer set up; configure and load hardware; prepare sort plan; support sweeper, sort file and run analysis.

·       Confirm proper sequence of pre-sorted statements entering the machine.

·       Ensure all documents to be processed are properly positioned and machine readable.

·       Examine mail to ensure that required enclosures are included in envelopes and that mailings are complete.

·       Lead monitor postage meter dollar levels to ensure continuous operation of the inserting machines.

·       Monitor all forms processed in mail center to ensure current revision date is used.

·       Record backup production logs.

·       Coordinates mail operation actions to ensure efficient use of resources.

·       Receives Mail requests and assigns to appropriate area.

·       Monitors work-in-progress and adjusts production plans and recommends action to ensure production plans, quality, and monitors workload demands.

·       Prepares work orders and schedules jobs to meet requested delivery dates.

·       Provides customer service through life cycle of print operation actions.

·       Coordinates with other areas and serves as point of contact for Business Units to answer questions and resolve issues related to mail job specifications, delivery schedules, and vendor supporting services (e.g., maintenance/service, materials, and supplies).

·       Follows up to ensure customer satisfaction.

·       Reviews processes and procedures to improve the quality of operations.

·       Remains informed of new/developing mailing technologies and techniques.

·       Ensure proper labeling, postage and packaging for all outgoing mailings.

·       Wrap up sorted bulk mail: verify dates, select & sort files, operate console.

·       Monitor recurring workflow or operational issues and escalate to management.

·       Perform on-going quality control to ensure efficiency and accuracy of processes and procedures.

·       Assist in leading verification compliance with U.S. Postal Service (USPS) requirements.

·       Assist in the operation of metering machines.

·       Serve as mentor/trainer and provide guidance and assistance to team members.

Qualifications   

·       Significant experience in operating a large automated inserting machine as prime operator

·       Maintain eligibility to become Notary Public per state regulations.

·       Working knowledge of processes involved in automated mail sorting and inserting

·       Working knowledge of mail processing and USPS regulations

·       Effective skill analyzing and organizing problems or work processes for technical solutions

·       Effective skill exercising initiative and using good judgment to make sound decisions

·       Advanced clerical, technical or administrative skills

·       Effective verbal and written communication skills

·       Advanced knowledge of Navy Federal’s functions, philosophy, operations and organizational objectives

Desired Qualifications

·       Effective skill guiding and training less experienced staff

·       Demonstrated work experience in mail room or office environment

·       Working knowledge of courier software programs (FedEx, USPS, UPS)

·       Working knowledge with Microsoft Office products

·       Experience or familiarity with computers and software

·       Demonstrated work experience in a customer service-based environment

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

System One is a leading provider of specialized, highly technical services and solutions to critical infrastructure, technology, life sciences, and government sectors. We partner with large private and public organizations who trust us to execute their complex, mission-critical initiatives through our outsourced services and workforce solutions.