Mail Services Manager

JHU Central Mail & Receiving Services is seeking a Mail Services Manager.  The Mail Services Manager reports to the Manager of Supply Chain Operations for the JHMI Integrated Mail Distribution System. Responsible for planning, organizing, and managing of daily U.S. Postal Service mail, private carriers (DHL, FedEx, UPS, etc.) and interdepartmental/intradepartmental mail center operations for the JHU Homewood Campus, JHU at Eastern and other JHU ancillary locations. Manages and directs department staff, university vehicles, postal, mailing/shipping, logistics, private carriers, and customer services activities to departments. Coordinates and advises on departmental mailings.

Contacts

External

• U.S. Postal Service: verification and clarification of certain regulations, mail classifications, and associated matters pertaining to university permits and mailings. Most common contacts are customer service representatives, accounting, express, mail office, collections, classifications office and on occasion the Postmaster’s Office. These contacts are made frequently.
• Private Carriers: DHL, FedEx, UPS, etc., and other couriers and shipping vendors.
  
• Coordinate logistics of inbound and outbound product with freight partners, vendors, and customers.
  
• Mailing Houses: Coordinate and advise for mailings both internal (campus) and external (U.S.P.S.) to ensure that deadlines are maintained.
  
• Private equipment and service vendors: Contact is on an as needed basis for service calls, supply orders, and replenishment of advance deposit accounts as well as for billing inquiries and maintenance.
  

Internal

• Consult with offices concerning major and specialized mailings and advise on design and printing of mailed matter.
  
• Department administrators advised on the postal rates available and what kind of impact to expect on their mailings.
  

Accounting Services

• Requisition checks for the reimbursement of daily and monthly postal sales permit mailings, advance deposits and vendor billing. Account maintenance for two operation budgets and four USPS postage accounts. These contacts are on a daily basis, possibly more than once a day.

Specific Duties & Responsibilities

• Oversee the documentation of sensitive mail (Express, Registered, Certified, Insured, and Delivery Confirmation).
• Oversee receiving, storage, and shipment of materials and related reporting in accordance with established procedures.
• Oversee the coordination of mailings, both internal, U.S.P.S., and private carriers.
• Instruct departments and organizations on correct mailing/shipping procedures.
• Schedule work hours and approve overtime on as need basis.
• Process private carrier and U.S.P.S. forms (inquiries, statistical, mail processing, etc.).
• Maintain computer and paper documentation regarding personnel and departmental operations.
• Oversee Quality Assurance processes.

Budget Responsibility

• Assist with management of the departmental budget to ensure departmental goals and objectives are met. Ensures that expenditures remain within budgetary constraints. A thorough understanding of auditing and budget control procedures is required. Ensures the monthly reconciliation of five postage budgets and prepare check requisitions for postage replenishment in excess of $35,000/activity per month.
• Oversee the chargeback of institution-wide postage and mailings. Report monthly financial statistics to management and JHU administration. Reconciles and maintain U.S. Post Office advance deposits, funds on postage meter equipment.

Authority/Decision Making Level

• Responsible for the timely, efficient operation and quality control of JHU Mail and Receiving Services. Plans and organizes staffing patterns and schedules for subordinates. Assists with the development and interpretation of policies and procedures for the department. Responsible for preparation of accurate departmental records and reports for accounting and performance statistics. Selects, evaluates and when necessary, disciplines subordinate personnel. Develops and monitors preventive maintenance schedules for equipment.

Supervisory Responsibility

• Develops and implements departmental goals and objectives for Mail Services. Plans and organizes staffing patterns and work schedules for subordinates. Ensures compliance with JHU policies. Assists with development and interpretation of policies, accurate departmental records and reports for accounting and performance statistics. Selects, evaluates and when necessary, disciplines subordinate personnel.
• Maintains employee schedules to accommodate accurate daily activities f