Mail Processing Manager

Manager

Windsor, CT, US

About Us

Data-Mail is a family owned company that was established in 1971 in Newington, CT as a leading national print and lettershop helping companies in a variety of industries with their personalization and direct mail services. We are now one of the largest employers in the Hartford, CT metropolitan region with over 800 employees working across two facilities and multiple shifts. Our services support some of the largest companies and advertising agencies in the country.

Benefits of Joining Our Team

• Competitive Pay Rates

• Comprehensive Benefits Packages

• 401K Matching Program

• Opportunities for Overtime

• Referral Bonuses

• Vacation and Paid Time Off

• Weekly Pay

• Career Advancement Opportunities

LOCATION

Windsor, CT

WORK SCHEDULE

Monday - Friday, 7:30 am - 4 pm

SUMMARY

Manage the strategic planning, organizing, processing, control, warehousing, and distribution of finished mail.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Plan, organize and direct the overall activities of the mail-processing group to ensure maximum operating efficiency and cost effectiveness in the processing, warehousing and distribution of finished mail.

• Provide strategic insight to ensure mail processing enhances the company’s future growth and competitive advantage.

• Keep current with industry technological trends that may enhance the operations and/or profitability of the company.

• Manage the logistics of moving outbound mail with Consolidator for dropship, Commingle, and/or between outsource partners and Data-Mail, working with production control and the warehouse.

• Manage, through clerical and supervisory staff, the daily mail schedule and distribution. Ensure all mail is processed on the requested date and mail that is “on hold” is properly controlled. Ensure skids are properly marked for any job that is on hold and the skids are accounted for until determination is made. Ensure the accurate preparation of postal paperwork.

• Manage, through supervisory staff, the flow, locating, staging and loading of mail. Ensure meetings with count takers to review mail-processing requirements and with post office staff to review trailer requirements.

• Generate the daily mail schedule and maintain ongoing accurate updates during the shift.

• Manage the generation of accurate mailing statements.

• Audit all billing from Consolidator and Commingle, as required.

• Ensure department is represented at daily production meetings for planning purposes. Meet with second shift to communicate status of mail. Ensure active communication occurs between 2nd and 3rd shift on schedule and priorities. Communicate the daily requirements to each of the three shifts dock personnel, mail processing clerks and postal clerks

• Responsible for postage accounting, as follows:

• Coordinate requests for permit checks and deposits to permits.

• Control and approve all drop ship invoices.

• Closeout all finished jobs in 48 hours. This includes balancing and adjusting all postage prior to submission to billing.

• Work closely with the post office to attain company mail objectives and mail dates. Keep current with postal regulations and rates that impact outbound mail.

• Ensure all procedures are being followed and staff is properly trained.

• Ensure each employee has an annual performance review and is provided feedback on an ongoing basis.

• Ensure accurate closeout of jobs.

• Comply with company rules and regulations.

• Maintain confidentiality of company-sensitive data.

• Implement a commitment to quality philosophy and recommend methods and procedures to reduce cost and/or improve operating efficiency of the department.

• Keep director informed of activities and situations that will impact the achievement of corporate or department goals and objectives.

• Perform other related duties as required to achieve the goals and objectives of the department and company.

EDUCATION/EXPERIENCE

• Four-year college degree plus 7-10 years of supervisory and related experience in mail processing or equivalent.

COMPETENCIES

• Excellent written and verbal communication skills

• Excellent organizational and analytical skills

• Excellent management skills

• Knowledge of postal regulations and the distribution of outbound mail, including dropship

• Knowledge of computers

• Ability to communicate with all levels in a culturally diverse work environment

• Ability to motivate personnel to perform at a quality level, yet be able to discipline as necessary in a consistent and fair manner