Mail Operations Specialist
Job Summary
Performs mail operations functions for a financial institution, including receiving, sorting, preparing, scanning, and distributing mail and packages. Provides courier services, maintains accurate delivery of documents, supports departments in locating mail and shipments, and ensures confidentiality and secure handling of all documents.
Responsibilities
- Review, sort, and prepare incoming U.S. Mail and inter-office mail into proper receptacles and distribute to departments and branches. Process and meter outbound mail using mailroom equipment. Maintain current knowledge of employee and department names for accurate distribution. Assist staff with mail and shipment issues and review returned mail for confidential destruction.
- Prepare U.S. Mail and documents for scanning to employees or departments, determining which items should be retained and physically delivered.
- Operate digital imaging and scanning equipment to capture images and ensure quality control of digital files. Perform quality checks and audits, correct scanning issues, and retrieve original documents when needed.
- Receive, sort, and distribute branch courier bag contents. Prepare outgoing courier bags with interoffice mail, marketing materials, equipment, and forms. Maintain courier bag reports and perform basic repairs.
- Process outbound shipments, verifying addresses and shipment types for accuracy. Confirm inclusion of required documentation, contact departments to correct issues, assign billing cost centers, and provide tracking information as requested.
- Process inbound shipments, verifying package counts and using tracking systems for delivery confirmation. Deliver packages to the correct recipients and obtain proof of delivery. Process outbound ground and overnight shipments using carrier software and provide rate and delivery information to departments.
- Perform courier duties to post offices and external agencies using a corporate vehicle to pick up and deliver mail and packages in a timely manner.
- Maintain confidentiality of staff and member information received through mail and shipments, and retrieve and store confidential materials when required.
- Assist in training new staff members and provide backup and support to other areas within the department.
Requirements
- High school diploma or equivalent.
- One or more years of similar or related experience in a financial institution or mailroom environment performing mail processing and document scanning.
- Ability to skillfully operate office equipment with sufficient manual dexterity.
- Ability to sit and/or walk for extended periods to process work.
- Ability to review and process multiple mail pieces and document types in a short time frame.
- Ability to learn and retain different types of mail pieces and loan packages for accurate sorting.
- Ability to work at a fast pace while maintaining a high level of accuracy.
- Ability to lift up to 50 pounds to place items on carts or dollies for delivery.
- Ability to stand, sit, walk, bend, and stoop unassisted throughout the day.
- Ability to move frequently throughout the department to interact with staff and accomplish tasks.
- Hearing within normal range;hearing assistance device may be provided if needed.
Skills
- Knowledge of mailroom operations and scanning equipment.
- Strong oral and written communication skills.
- Professional customer and member service skills and telephone etiquette.
- Proficient computer skills and experience with relevant software.
- Document and file management skills.
- Ability to work independently and collaboratively as part of a team.
Summary Qualification
- High school education with at least one year of related mailroom or financial institution experience.
- Proven ability to handle high-volume mail processing and document scanning accurately and efficiently.
- Demonstrated skill in operating mailroom, scanning, and office equipment.
- Strong organizational skills and attention to detail in handling confidential information.
- Physically able to meet the demands of lifting, movement, and extended periods of standing or walking.
Wollborg Michelson Recruiting is an Equal Opportunity Employer and prohibits discrimination of any kind. We ensure job offers are made based of one s employment experience, skills, and qualifications, regardless of race, gender, ethnic origin, or any other classification protected by law. All applicants must furnish proper identification to prove their legal right to work in the US upon a job offer. We participate in E-Verify to confirm one s right to work in the US. Wollborg Michelson Recruiting does not provide sponsorship for an employment-based visa status.
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Wollborg Michelson Recruiting