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Full Job Description
The Division of Student Affairs is committed to grounding our policies, programs, and procedures in antiracist practice. With this commitment, we recognize the importance of educating ourselves and holding one another accountable to ensure our work is approached through equity, inclusion, and social justice lens. We recognize our need for ongoing development in this area and continue to strive to improve. We expect all members of the Division of Student Affairs are willing to engage in this work alongside us to uphold our Catholic mission of creating a welcoming environment where the dignity of all students, staff, administrators, and faculty at USD is embraced.
The Mail Specialist is responsible for the accurate and expedient sorting of all incoming mail and parcels and is accountable for the delivery of those items to various departments on campus. Accurately input department accounts into the metering system and meters outgoing mail.
Periodically, this position may be asked to contribute to either ad hoc or ongoing division/campus projects outside the scope of their day-to-day activities.
Duties and Responsibilities:
Sort incoming USPS, UPS, FedEx ground and overnight, Amazon, DHL, and any other courier-delivered items.
Accurately sort yearly totals of 1,316,880 USPS mail and parcels, 163,705 pieces of intercampus mail, 12,732 FedEx overnight items, and 21,119 UPS packages to students, faculty, staff, and administrators.
Same-day sort of 98% of all first-class mail and parcels with a 99% accuracy rate.
Assist Lead with accurate and expedient sorting of packages on loading dock using SCLogic Receiving Management System (i.e., scan, identify, label, download information into the computer, print manifest and obtain delivery signature)
Deliver sorted mail to campus
Expedient delivery of accountable letters, time-sensitive grants, and proposals, and all classes of mail to 120 designated pick-up and delivery locations on campus.
Track continuously changing USD employee location(s) for appropriate mail delivery
Must be able to work efficiently, expeditiously, and cautiously under adverse weather conditions
Obtain signatures and be independently responsible for the correct delivery of all packages brought on campus
Works independently while making deliveries and is able to make in-the-moment customer service decisions for the USD community.
In-depth knowledge of USD policy and procedures that impact responsibilities, as well as in-depth knowledge of USPS, FedEx, UPS, and other courier services.
Meter out-going department mail
Accurately input, using Neopost G2 Metering system, correct POETS code and job name for out-going metered mail.
In-depth knowledge of over 260 departments and their respective POETS codes
Must be able to determine the best rate for items being mailed. He or she must always be up-to-date with complex Postal information to enable themselves to make critical decisions as to the suitability of a mail piece for whatever discounts are available
Deliver metered and stamped mail to USPS.
Drive USD vehicle to designated postal branch to pick up and drop off mail and supplies
Deliver bulk mailings to USPS; uses independent judgment and makes critical decisions regarding accurate paperwork, current USPS policy, and procedures to help expedite the processing of mail.
Train new hires and work-study students.
On-going training and immediate supervision of newly hired employee(s) and any work-study and casual employees hired.
Serves as liaison to the campus community
Answers multiple incoming calls
Takes accurate messages
Gives information, directions, and/or instructions
Assures customers satisfaction with regard to delivery or inquiry of packages and or mail
Greets visitors
Contribute to or lead additional division/campus projects outside of typical duties to help further accomplish student or organizational goals. Additional assignments may be seasonal, ad hoc, or ongoing, depending on the project.
Special Conditions of Employment:
Must have a California driver's license as he or she may need to drive University vehicle(s)
Able to work overtime during peak times when deemed necessary.
The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Job Requirements:
Minimum Qualifications
Requires a High School Diploma or a minimum of two years of customer service experience.
Must have a California driver's license as he or she may need to drive University vehicle(s)
Must be able to lift up to 70 lbs.
Preferred Qualifications
At least six months in a similar mailroom environment is helpful.
Performance Expectations: Knowledge, Skills and Abilities
Able and willing to represent the University in a positive manner with prospective, former, and current students, faculty, staff, and the community we serve.
Ability to accurately sort the department and student mailboxes.
Ability to memorize over 500 Faculty and over 1000 FT employee names and respective departments and locations on campus.
Extensive knowledge of USPS stamp prices, rules, and regulations.
Basic knowledge of UPS and FedEx services.
Ability to operate scale, cash register, computer, and metering systems accurately.
Ability to access, input, and track data using a specialized tracking system.
Ability to access, input, and retrieve data with regard to student housing information.
Ability to work effectively under pressure to meet various deadlines with a high accuracy rate.
Must be able to remain calm and focused while operating university vehicles on and off campus.
Must maintain composure under the pressure of timely deliveries that may be compounded by interfering traffic and pedestrians.
Must be able to plan and prioritize duties, deliveries, and processing on a daily basis
Able to work overtime during peak times when deemed necessary.
Ability to work within close confines dealing with multiple personalities.
Demonstrated skills in both written and oral communications.
Ability to get along with diverse personalities and populations.
Ability to cooperate as a team player within all areas of the Mail Center.
Possess flexibility and versatility in order to work effectively in an ever-changing environment.
Posting Salary:
$17.75 per hour; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.
Special Application Instructions:
Resume Required