Mail Services Supervisor

Coordinate and manage the preparation, processing, and distribution of bulk mail and fulfillment projects, ensuring timely delivery deadlines. Supervise a team of mail processing staff, providing guidance and support for mail sorting, labeling, and addressing procedures. Ensure all mailings meet U.S. Postal Service or other relevant postal regulations for bulk mail and are optimized for cost efficiency.Preflight and processing of mail lists data processing software; preparing files to be used on inkjet and inserter equipment. Manage and schedule the production flow of bulk mail and fulfillment projects with production staff and delivery drivers. Track and maintain inventory of mailing supplies, such as envelopes, labels, tabs, stamps, and postage permit balances, USPS trays, etc. Operate, maintain and troubleshoot mail equipment.Stay current with USPS regulations and industry trends related to production mail and direct mail services, ensuring compliance with all postal requirements. Analyze and recommend cost-effective postage methods, routes and materials, working to minimize mailing expenses while maintaining service quality for the department. Maintain a good working relationship with representatives of the post office. Attend conferences and seminars pertaining to all classes of mail and post-office regulations.Act as the primary point of contact for the University departments and State agencies regarding production mailings and fulfillment needs. Consult with departments to assess mailing needs, deadlines, and volumes, providing expert advice on best practices for mailing projects. Work with customers to improve and provide cost-saving alternatives for their mail projects. Coordinate with external vendors (e.g., postal services, print vendors) to ensure successful completion of large-scale mailings.Manage, maintain, and troubleshoot mailroom equipment, including addressing systems, folding machines, and inserters. Oversee the proper training, maintenance, and servicing of equipment to prevent downtime and ensure smooth operation. Implement and maintain software and/or digital tools necessary for bulk mailing, such as mail list management, tracking and reporting systems.Maintain accurate records of bulk mailings, including postage costs, quantities mailed, and departmental billing. Prepare and submit regular (monthly, quarterly, yearly) reports to management, providing insights into mailing operations, cost savings, and process improvements. Maintain inventory of postage permit balance, stamps and mailing supplies.Provide exceptional and professional customer service to the University and State of Texas clients by addressing inquiries, resolving issues, and ensuring satisfaction with bulk mailing services in a timely manner. Investigate and resolve any problems related to delayed, misdirected, or undelivered mail. Demonstrated a willingness to accept directions from managers and peers to improve quality for work and performance. Foster a collaborative and efficient work environment.Full knowledge of NCOA (National Change of Address) and CASS (Coding Accuracy Support System) Certification. Other related duties as assigned. Maintain a regular flow of information concerning daily activities and division status to the Assistant Director.This position typically works in a print shop or mailroom setting, with regular exposure to mail processing equipment and materials. Occasional overtime may be required during peak mailing periods (e.g., the start of the academic year, campus events and before holiday breaks).