Mail Services Coordinator at Tufts Health Plan in Watertown, Massachusetts

Posted in Other 29 days ago.





Job Description:

We enjoy the important work we do every day on behalf of our members.

Job Summary

JOB SUMMARY:
Under the immediate direction of the manager of distribution and mail services, the distribution coordinator picks up, sorts and delivers USPS mail, interoffice mail and packages. This position also processes large amounts of outgoing USPS mail. As needed, this position will serve as back up to other positions within the distribution department.

Job Description

KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS*

  • Perform scheduled delivery and pick up of daily USPS mail, UPS and other overnight packages, interoffice mail, stationery, supplies, etc., and deliver to all departments within the company. Tasks may include obtaining signed receipts for all accountable mail/parcels using a hand held computer.

  • Process outgoing USPS mail utilizing high speed postage metering equipment and UPS parcels using vendor provided software. Prepare data information sheets for outside vendor using manual and machine generated reports and calculating totals. (These information sheets also provide backup for manager when approving/reconciling vendor invoices.)

  • Receive, verify and designate for delivery all incoming shipments. Occasional unloading of delivery trucks which may require breakdown of larger and or heavy shipments into smaller workable size loads. The receiving process requires entering and tracking all receipts and deliveries utilizing a computerized barcode tracking software. Using specialized computer hardware, scan packages, enter specific required data and create a barcoded label. When ready to deliver to recipient, scan and record delivery data on a hand held computer to capture recipient signature. Download receiving information to main computer in the distribution department.

  • Sorting USPS mail and interoffice mail for appropriate distribution to all departments. Requires knowledge of company organization, mailstops and personnel in order to perform efficiently.

  • Additional functions include covering the customer service window to attend to internal customer needs and screening outside vendors/contractors and directing them to appropriate department personnel. There is occasional driving of the company van and generating daily reports from postage equipment. Special projects as assigned.

Requirements

JOB QUALIFICATIONS: KNOWLEDGE/SKILLS/ABILITIES

EDUCATION:

High school graduate.

EXPERIENCE:

Previous experience with operation of any of the following equipment: high speed postage metering equipment, photo copy machines and personal computers. Customer service experience in mail or office environment preferred. Familiar with Microsoft Office Word and Excel.

SKILL REQUIREMENTS:

Ability to perform multiple functions and adjust to changing priorities. Ability to quickly learn company departments and personnel. Ability to perform data entry of computerized reports. Candidate must be highly motivated and self-starter who performs responsibilities with limited supervision. Strong customer service skills are required.

Basic technical aptitude is critical for operating, maintaining and troubleshooting postal and production equipment.

Must be able to interact with staff members, management, delivery personnel and postal service employees in a friendly courteous and professional manner.

WORKING CONDITIONS AND ADDITIONAL REQUIREMENTS


  • Ability to lift 70 pounds

  • Ability to use hand trucks (2 and 4 wheel) and pallet jacks

  • Ability to read and sort mail

  • Ability to bend, reach, stretch

  • Ability to stand for prolonged periods of time

  • Ability to learn and memorize company structure, department layout and personnel

  • Ability to use desktop and handheld computer equipment and specialized software

  • Regular lifting of individual packages and boxes and pushing, pulling of hand trucks loaded with materials

  • Flexibility to work overtime shifts before or after the normal shift operation and on weekends as necessary May also be required to work in various locations as needed other than assigned location.

  • Valid MA driver's license with a safe driving record

  • Must be able to effectively read and communicate in the English language.



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