Group Leader Mail Room

Job Description - Group Leader Mail Room (240001V2)

The Mail Room Group Leader is responsible for coordinating and executing daily Mailroom operations in accordance with Supply Chain standard operating procedures. Responsibilities include receiving, sorting, and delivering all incoming and outgoing mail and small parcels through multiple carriers, ensuring compliance with mail handling regulations, coordinating the daily work activities of the Mailroom clerk(s), and monitoring work results. Responsible for maintaining office statistics, including incoming mail, First-Class mail, Certified mail, etc., and prepare reports as needed. Group leader is also responsible for operating, maintaining, and training staff on the department's mail machine and software. Group Leader is also responsible for cultivating strong relationships with customers to effectively and efficiently manage mail processes throughout the enterprise.

Qualifications

Minimum Education
High School Diploma or GED (Required)

Minimum Work Experience
3 years experience working in a mailroom (Required)

Required Skills/Knowledge
Knowledge of U.S. Postal Services.
Ability to meet the physical demand requirements associated with supply and mail handling in accordance with Mailroom standard operating procedures. Ability to handle at least 70 lbs.
Ability to perform basic functions on a hand-held device with appropriate training.
Demonstrates teamwork/cooperation in providing services to direct/indirect customers.
Strong oral and written communication skills necessary to interact diplomatically and tactfully with people.
Proficiency in MS Office and other computer applications as required, with appropriate training.
Attention to detail with strong organizational skills.
Ability to ensure integrity and security of employee and PHI data in accordance with policies and procedures.

Functional Accountabilities
Mailroom Operations and Leadership

• Coordinate work activities and assignment schedules.
• Provide direct oversight of the day-to-day operations of Supply Chain mailroom processes; troubleshoot operational issues and develop action plans to resolve them.
• Manage, sort and deliver all incoming and outgoing mail from all carriers. Ensure compliance and documentation with mail handling regulations and policies. Ensure timely handling of critical and time-sensitive mail.
• Weigh mail and small parcels, calculate correct postage, and ensure optimal mailing routes through carriers to effectively manage mail expenses.
• Oversee and manage any incoming and outgoing small parcels. Partner with the Receiving team to assist in incoming and outgoing shipments.
• Ensure productivity and accuracy of staff work against Supply Chain standard operating procedures and provide guidance and expertise to help staff.
• Operate, maintain, and train staff on the use of the mail machine and associated software. Maintain accuracy of postage and mailing expenses.
• Identify and optimize mail room processes to reduce mail expenses.

• Maintain clear and effective communication between staff, end users, and the Supply Chain leadership team. Troubleshoot and resolve customer service issues.
• Develop strong relationships with end users to provide high touch customer service to effectively and efficiently manage mail processes throughout the enterprise.
• Demonstrates integrity and maintains appropriate handling, confidentiality, and compliance with any and all PHI-related mail in accordance with CNH policies and procedures.
• Meets productivity work standards while demonstrating competency in job skills and knowledge by completing scheduled work in an allotted timeframe.
• Performs other responsibilities as requested by the Supply Chain leadership team.

• Maintain delivery schedules, statistics, First Class/Certified Mail log.
• Prepare reports as requested (Charge back report, mail expense reports, shipping costs, etc.). Ensure the accuracy of departmental costs associated with mailing expenses.
• Update staff on new postal rates, rules, and regulations. Maintain all supplies needed to support mail room operations.
• Dispose and manage junk mail.

• Anticipate and responds to customer needs; follows up until needs are met

• Teamwork/Communication
• Demonstrate collaborative and respectful behavior
• Partner with all team members to achieve goals
• Receptive to others’ ideas and opinions

• Performance Improvement/Problem-solving
• Contribute to a positive work environment
• Demonstrate flexibility and willingness to change
• Identify opportunities to improve clinical and administrative processes
• Make appropriate decisions, using sound judgment

• Cost Management/Financial Responsibility
• Use resources efficiently
• Search for less costly ways of doing things