Mail Operations Manager

SUMMARY:

The duties include but are not limited to providing assistance in hiring and developing staff, cost control, improved utilization, and evaluating systems to measure goal attainment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manages and Oversees mail operation departments:

• Incoming Mail

• Mail Center

• Inventory Control

• Customer Service

• Ability to analyze data timely, efficiently and effectively

• Must possess the ability to multi-task with projects and assignments simultaneously

• Set measurable goals and develop Key Performance Indicators (KPI’s)

• Interact with Assistant Managers to ensure existing and prospective needs are understood and met

• Strong decision-making skills with the ability to communicate effectively to the team

• Foster an entrepreneurial spirit and strong work ethic with the ability to encourage more than the status quo

• Lead the team to identify operational improvements that would enhance production

• Plan production operations, establishing priorities and sequences for donor fulfillment

• Serve as project agent for various departments within the ministry

• Serve as project organizer for external vendors, production of mailing and calling projects

• Monitor and record all income-producing appeals and projects

• Determine coding and procedures for processing response, which includes direct mail, TV programming, in-house mailings, and outbound calling projects

• Oversee the processing and ordering of departmental supplies

• Research and determine equipment needs within the Mail Operations’ departments.

• Assist in coordinating and determining quantity of product needed for each appeal and TV Program offer

• Confirm coordination of delivery of supplies needed for projects

• Review department production reports to inform other departments of project status

• Prepare operational schedules to ensure production schedules are met

• Maintain ministry archives of all products & special printing projects

• Monitor postal regulations as they apply to ministry mailings

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and abilities required:

• Management experience helpful

• Typing 45wpm

• Must possess positive leadership abilities including problem solving, interpersonal communications, goal orientation, teaching/coaching, self-discipline and systemic thinking.

• Must have planning, organizational and time management skills.

• Excellent customer service/interaction skills and experience.

• Have a keen interest in team-oriented approach to managing employee needs.

• Flexibility to adapt to a fast paced and changing environment.

EDUCATION:

High school diploma or general education degree (GED) preferred

EXPERIENCE:

One to three months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

• Must have good communications skills; presentation, interpersonal, verbal and written.

• Ability to read, analyze, and interpret general business periodicals, and postal regulations.

• Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, drivers and the general public.

MATHEMATICAL SKILLS:

• Basic math computation skills are required.

• Ability to use statistics to document and report program and evaluation results.

REASONING ABILITY:

• Ability to handle conflict resolution

• Ability to use good business judgment and make decisions.

COMPUTER SKILLS:

Ability to work with Microsoft Office (Word, Excel, Power Point), E-mail, online software programs.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• Physical demands may include entering and exiting equipment and occasionally lifting objects over 20-30 pounds in weight. The individual may be required to stand and or stoop for extended periods of time.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.