Senior Manager, Mailroom

Description

RESPONSIBILITIES

·       Oversee and participate in the day-to-day operations, ensuring smooth workflows, high-quality outputs, and timely administration of:

o   Mail Services Operations, to include: the timely receipt, processing, pickup, and delivery of all incoming and outgoing mail and packages.  Operation of mail meters, shipping systems, arrival package tracking systems, and other mail processing equipment.

o   Document Scanning, to include: the timely prepping, indexing, scanning, quality review, and archiving of physical documents.

o   Document Management, to include activities related to maintaining, retrieval and disposal of Funds records according to legal, regulatory, and organizational requirements.

o   Print Production Center, to include online print ordering system, working knowledge of online print-center software and equipment, and be able to process print requests from submission to printing when necessary.

·       Develop strategic plans to improve current Document Solutions Center operations and workflows.

·       Implement, and update Policies and procedures in accordance with the various laws and regulations that govern the management of mail processes, physical documents, and electronic records (PHI, ERISA, DOL, IRS, HIPAA, SOX, FACTA, etc)

·       Work closely with Director to ensure department goals are achieved.

·       Lead, mentor, and develop a high-performing team to ensure efficient delivery of document solutions and services. 

·       Implement and monitor quality control measures to ensure the highest standards of product and service delivery.

·       Continually assess the efficiency of DSC procedures and recommend and implement service enhancements.

·       Keep abreast of industry trends and technological advancements to ensure the center remains at the forefront of document solutions.

·       Assist in developing DSC operational budget, ensuring cost-effective operations and monitoring of operational expenses.

·       Issue Bids and RFPs for DSC goods and services in accordance with Funds Procurement Policy.

·       Lead DSC vendor contract reviews to ensure cost containment, usage monitoring, and SLAs are met.

·       Coordinate routine and preventive maintenance and repair of DSC equipment; research and prepare proposals for purchase.

·       Provide regular reports on center performance, client feedback, and market trends to senior leadership.

QUALIFICATIONS

·       Bachelor’s Degree in Business or related discipline preferred, or equivalent combination of education and experience.

·       Minimum of six (6) years relevant experience in the areas of mail center operations, facilities or project management; to include three (3) years supervisory experience

·       Strong knowledge of the principles of document management and administration, Document Management Software, multimedia solutions, and MS Office

·       Knowledge of records management laws and regulations (ERISA, DOL, IRS, HIPAA, SOX, or FACTA, etc.)

·       In-depth knowledge and understanding of the United States Postal Service, United Parcel Service, and other express parcel services.

·       Demonstrated ability to ensure mail service operations are in compliance with federal and other postal regulations

·       Knowledge of mail automation requirements and proper use of mail processing and document management equipment such as bar code evaluator, tabbing and insert machines, and postage meters.

·       Previous supervisory experience; strong organizational, interpersonal, written and verbal communication skills

·       Demonstrated knowledge developing, interpreting, and implementing policy and procedures

·       Strong knowledge of regulations pertaining to safety, security, OSHA, etc.

·       Ability to establish and maintain effective relationships with management staff, employees, vendors, and the public.

SPECIAL REQUIREMENTS

§  PCC, MSMA, MQCS or CMDSM certification preferred

§  Must be able to lift boxes weighing 70 lbs.

§  Work within and maintain the confidentiality required of the organization. Follow all Health Insurance Portability and Accountability Act (HIPAA) and Protected Health Information (PHI) requirements and regulations

We offer extraordinary benefits including outstanding health, dental, pension and family benefits for most positions which are paid entirely by the Funds without co-payments, deductibles, or out-of-pocket expenses for covered services. We also offer tuition reimbursement, generous holiday, vacation, and sick leave, as well as a 401K plan.