Mail Center Supervisor

Claremont, CA

Job Posting Title:

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Reporting to the Facilities Office Manager, the Mail Center Supervisor oversees and coordinates all aspects of mail center operations, including the distribution of incoming and outgoing mail and packages. This role serves as the primary liaison with external postal and courier services and ensures efficient, accurate, and customer-focused service for students, faculty, and staff. The Supervisor is responsible for leading daily operations, optimizing processes, and maintaining compliance with postal regulations and institutional standards.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

• Supervise, train, and provide daily direction to Mail Center staff to ensure timely and accurate processing of all incoming and outgoing U.S. and campus mail, including sorting, distribution, metering, and handling of courier services (e.g., FedEx, UPS, DHL, OnTrac).

• Oversee all Mail Center operations, including on-campus mail delivery services, package handling, and inventory of supplies.

• Ensure a high standard of customer service by responding to inquiries, resolving issues, and maintaining a service-oriented environment for students, faculty, and staff.

• Proactively assess operational needs and implement process improvements to enhance efficiency, service quality, and cost-effectiveness.

• Maintain, update, and enforce Mail Center procedures, policies, and training documentation.

• Serve as a subject matter expert on postal regulations, shipping options, and campus mail procedures; communicate updates and changes to the campus community as needed.

• Manage mailbox assignments, combinations, and maintenance, coordinate repairs and routine upkeep of mailboxes and equipment.

• Monitor Mail Center budgets in collaboration with the Facilities Office Manager, including tracking expenses, preparing reports, and approving billing for postal and courier services.

• Administer departmental billing processes, including interdepartmental charges and account reconciliation for postage and shipping services.

• Maintain accurate databases for student mailbox assignments, enrollment status, and forwarding addresses.

• Active support for the College’s Principles of Community and Institutional Values in the performance of job duties
  

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Working knowledge of postal regulations, shipping systems, and mail processing equipment.

• Proficiency with systems such as SCLogic, Quadient, Workday, and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), or similar platforms.

• Strong interpersonal skills with the ability to effectively engage with a diverse campus community and external vendors.

• Excellent organizational, problem-solving, and time management skills, with the ability to prioritize competing demands.

• Demonstrated ability to oversee budgets, analyze costs, and implement cost-saving measures.

• Commitment to delivering high-quality customer service and continuous operational improvement.

• Ability to interpret and apply policies, procedures, and safety guidelines.

• Experience developing and documenting procedures, reports, and communications.

• Proven ability to lead, train, and support staff in a team-oriented environment.

QUALIFICATION STANDARDS

EDUCATION & EXPERIENCE:

High school diploma or any combination of education, training, and experience that provides the required knowledge, skills, and abilities of the position.

Mailroom experience, knowledge of postal regulations, and experience in a higher education setting are preferred.

LICENSES / CERTIFICATES:

Position requires a valid U.S. driver’s license and maintain a driving record acceptable to the Colleges’ insurance carrier.

OTHER HOURS AND CLASSIFICATION AND STATUS:

This is a regular status, full-time, 12-month, benefits-eligible, non-exempt position.

The primary work schedule is Monday through Friday, 8:00 a.m.-5:00 p.m. Hours may vary due to the needs of the College or department.

Hourly rate range: $25.00-$30.50. The hourly rate of the finalist(s) selected for this role will be determined by a variety of factors, including, but not limited to, internal equity, experience, education, specialty, and training.

SUPERVISORY RESPONSIBILITY:

Supervises Mail Center staff.

Work Environment

The work environment characteristics described herein are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions, in accordance with applicable laws.

The work environment includes exposure to varying noise levels, ranging from quiet to loud, as well as dust and debris associated with the handling and processing of mail and packages. The position may require work outdoors and exposure to fluctuating weather conditions, temperatures, and environmental elements while performing delivery-related duties.

Physical and Mental Requirements

The incumbent must possess the ability to maintain concentration and perform duties accurately in an environment with frequent interruptions. This role requires strong attention to detail, sound judgment, and the ability to effectively receive, process, analyze, and communicate information. The incumbent must be capable of organizing work, prioritizing tasks, and executing responsibilities in alignment with established goals and operational needs.

Physical requirements include, but are not limited to, the ability to sit and stand for extended periods; walk and move throughout the work area; reach, bend, and stoop; and use hands and fingers to operate office equipment and handle mail and packages. The position requires the ability to communicate effectively verbally and to possess visual and auditory acuity within normal ranges, with or without reasonable accommodation.

The incumbent must be able to lift, carry, and move items weighing up to 70 pounds. Heavier items must be handled using appropriate equipment (e.g., dollies) or team lifting procedures, in accordance with established safety guidelines.

At-Will Employment

Employment with Scripps College is at will and for an unspecified duration. Accordingly, both the employee and the College retain the right to terminate the employment relationship at any time, with or without cause or advance notice, except as otherwise provided by applicable law.

Additionally, the terms and conditions of employment, including but not limited to work hours, compensation, job title, and job duties, are subject to change at the College's sole discretion, consistent with applicable law.