Mailroom & Communication Supervisor

Description

MAILROOM & COMMUNICATION SUPERVISOR COMPANY DESCRIPTION:

Union Rescue Mission (URM) is a 501(c)(3) nonprofit organization located in the Los Angeles Metropolitan Area. We are dedicated to serving men, women, and children experiencing homelessness and providing comprehensive emergency and long-term services to help them escape the dangerous streets of Skid Row. Established in 1891, URM is now one of the largest rescue missions of its kind in the United States and the oldest in Los Angeles. Join us at Union Rescue Mission as we bring hope and share the compassion of Christ to those devastated by homelessness. 

MAILROOM & COMMUNICATION SUPERVISOR POSITION SUMMARY:

Under the supervision of the Director of Logistics and Procurement, the Communication Department Lead ensures that incoming and outgoing mail and other assigned mailroom duties are processed and/or handled in an accurate and timely manner. Responsible for maintaining the call directory, answering incoming calls, and connecting internal and external calls to corresponding departments or staff. 

MAILROOM & COMMUNICATION SUPERVISOR CORE WORK PRINCIPLE:

Colossians 3:23 is the foundation of URM’s standard for employment, “Whatever you do, work at it with all your heart, as though you were working for the Lord and not for people.” The goal for each employee is to enrich and sustain a humble heart attitude; to enrich and sustain a mindset of serving others, treating them with kindness and truth; and to enrich and sustain a zealous desire for achieving work objectives without any ulterior motives or agendas. 

MAILROOM & COMMUNICATION SUPERVISOR ESSENTIAL FUNCTIONS:  

• Process, record, and sort incoming and outgoing mail for the organization and program guests (regular and overnight). 
• Process, sort, affix postage of outgoing mail.  
• Sort returned mail, boxes, letters, and packages for the organization and program staff. 
• Sort mail for all offsite campuses and coordinate delivery with transportation.  
• Prepare, record and track priority mail. 
• Oversee the Fed-Ex and UPS shipping process including the shipping, ordering of supplies, tracking, and reporting.  
• Work alongside program staff to ensure program guests receive their mail.  
• Monitor meter and permit account balances (including the postage meter).  
• Ensure Post Office annual fees are paid in a timely manner. 
• Order office supplies (i.e., toner, ink, paper, metered postage, place service calls, etc.) and maintain accurate inventory supply levels. 
• Assure that check requests are prepared in a timely manner. 
• Make two trips minimum to the post office daily (1st class, return to sender mail and pick up mail). 
• Ensure the mailroom is well organized, neat, and clean, and that equipment is properly maintained in good working condition. 
• Ensure all mail received is accounted for and properly handled.  
• Oversee staff who answer, screen, and forward calls in a professional and courteous manner. 
• Answer general phone inquiries about the organization. 
• Direct external calls to designated departments or individuals. 
• Transfer internal calls across departments and between staff. 
• Work alongside IT to ensure the automated service is working properly and suggest changes, as needed. 
• Supervise apprentice(s) in the mailroom and PBX. 
• Ensure there are standard operating procedures for all mail and phone processes.  
• Provide quality customer service to internal customers. 
• Conduct other tasks and projects as assigned by the Director of Logistics and Procurement.  
• Commitment to URM (Union Rescue Mission) mission, vision, and core values. 
• Encourage guests in their faith and growth in Jesus Christ. 

MAILROOM & COMMUNICATION SUPERVISOR PHYSICAL DEMANDS:

In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to allow differently abled individuals to perform the essential functions of the job. 

• Required manual dexterity required for reaching, lifting objects, and operating office equipment. 
• Ability to operate office equipment. 
• Travel to Post Office, FedEx, and UPS locations. 
• Must occasionally lift and/or move up to 50 pounds. 

MAILROOM & COMMUNICATION SUPERVISOR WORK ENVIRONMENT:

In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to allow differently abled individuals to perform the essential functions of the job within the environment. 

• The office is clean, orderly, properly lighted, and ventilated. 
• Noise levels are considered low to moderate. 

Requirements

MAILROOM & COMMUNICATION SUPERVISOR EXPERIENCE, EDUCATION AND LICENSURES:

• Must have a high school diploma or equivalent.
• One year supervision experience.  
• Must have a valid CA driver's license.  
• Internet experience with tracking federal express mail, UPS mail, postal and monetary postage meter tracking. 
• Proficient in Microsoft Office programs including Word, Outlook, and Excel (PC format).
• Salesforce experience, a plus. 
• Some experience with Pitney Bowes Machines (folder and postage meter). 

MAILROOM & COMMUNICATION SUPERVISOR KNOWLEDGE, SKILLS, AND ABILITIES:

• Must be able to communicate effectively both orally and in writing. 
• Bilingual, preferred. 
• Work well under pressure with periodic heavy workloads.  
• Must have excellent customer service skills. 
• Ability to work in a team environment. 
• Excellent attention to detail.