Mail Services Specialist I

Description

Position Overview: 

Primary responsibilities will assist with the daily duties of the mailroom. This will include things such as, but not limited to; receiving and delivering the mail to and from the various sources, conduct the processing of opening, sorting, scanning and indexing of incoming correspondence, such as; insurance policies, applications, cancellations, reinstatements, endorsements, claims, payments and other daily company and/or insured correspondence; by creating new insurance files or matching of existing insurance files within J&J's imaging system with the intent of assisting getting the correspondence into the correct daily workflow to be handled by the responsible department personnel. 

Job Responsibilities:

Pick up & deliver mail to and from Post office

Review, sort & distribute company mail within the office and/or prepare for delivery to any remote offices

Sort, clean & scan new mail correspondence into J&J's imaging system

Data entry required during indexing of new mail correspondence into new and/or existing insurance files

Package & apply required postage according USPS guidelines to outgoing mail

Maintain and update agent, remote office and/or employee addresses for mail delivery or forwarding

Fill supply order requests for agents 

Maintain and update postal rates when applicable and ensure DM1000 always has postage available 

Maintain and keep mailroom equipment functioning properly, such as but not limited to; scanner maintenance, record scan batch information, release daily print queues

Run Daily/Monthly postage reports when requested

Maintain and oversee mailroom supplies and place orders when needed

Contributes to team effort and/or other by accomplishing various tasks as they are assigned

Effective communication with owners, department managers, staff and teammates

Education and Work Experience:

High School Diploma or equivalent

Minimum of six months to three years corporate mailroom operations, clerical and/or customer service experience preferred but not required

Knowledge Skills & Abilities:

Ability to type 30-50 WPM

Customer service skills

Ability to communicate with very clear verbal and/or written communication skills

Ability to type accurately, organize and present information in a neat and effective manner

Ability to manage multiple tasks, while keeping focused on the details  

Knowledge and experience with Microsoft Office Suite (word, excel, PowerPoint, outlook)

Ability to grasp new tasks/software/equipment quickly, efficiently and accurately

Positive and welcoming attitude

Willingness to learn and ability to take initiative by self-motivation

Team player with a proactive approach to problem solving  

Typical Physical Demands:

Requires the ability to sit, stand and/or reach over your head for long periods of time

May require heavy lifting of up to 30 pounds

Requires normal range of vision and hearing with or without accommodations

Operate passenger vehicle and have a valid driver's license

Career Path from Level I to III:

Determined by; confidence level and comprehension within Knowledge Skills and Abilities and Job Responsibilities, self-motivation, completed education requirements, contributions to the team and/or tenure within the role. 

Level IV:

Covers for department manager when on PTO or away from the office.

Mentor to all new hires in the Mail Services department.

Assigns work to others.

Has authority to make decisions in department manager's absence.

Troubleshoots problems in department, makes corrections or changes.

Employee Signature:   ___________________   Date:  ___________________

NOTE:  This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.