Mailroom supervisor job description

* Onsite position*

Purpose of Position:

The supervisor will be responsible for planning personal tasks, employee workload, coordinating, assigning, monitoring, and evaluating work, hiring, training, staff development, and counseling. This position involves being able to perform all functions for Mail, Production, and Document Imaging as well as preparing and presenting a variety of reports. Mail, Production and Document Imaging supervisor must be able to be a backup for Print, Inventory, and Renewals.

Essential Functions:

This position encompasses the following:

* Supervising all aspects of Mailroom tasks, activities, including the processing of all incoming and outgoing mail; vendor relations, equipment maintenance and reporting
* Supervising all aspects of Production including Coordinating all quoting for WAB, Choice, and Choice Builder.
* Supervising all aspects of Document Imaging tasks and activities. Including vendor relations, coordination of pickups and managing account with Iron Mountain.
* Manage quarterly form changes for Choice Administrators.
* Delegate and assign tasks to staff, ensuring proper distribution based on workloads and skill levels
* Ensure all performance standards are met and adjust standards to meet customer expectations
* Review and evaluate staff performance; assist in establishing goals and objectives.
* Ensure training binders including training sign off sheets are in place at all times. The supervisor is responsible for reviewing the training material and SOP's to ensure that it meets the requirements for employees to perform well with all duties and responsibilities.
* Develop and facilitate training meetings for new products and services.
* Provide daily verbal coaching to provide feedback to staff, documenting event logs as necessary.
* Monitor, coach and counsel staff in regards to: tardiness, sick time, vacation, disciplinary process, goals and reviews.
* Maintain a high moral within the department and open door policy
* Prepare and present a variety of written reports and materials
* Ensure compliance with company policies and procedures
* Ability to maintain cooperative working relationships with customers, staff, and all departments of the Word & Brown Companies including management
* Ability to analyze and prepare accounting systems, budgets, schedules, reports, policy and procedures manuals, and business correspondence
* Ability to listen, communicate clearly and concisely, orally and in writing
* Track issues of when SLA is not met in regards to the various equipment and maintenance used in Shared Services
* Maintain tracking of current equipment/maintenance agreements and renewal
* Knowledgeable in all software pertaining to all department tasks

For example: (Planet Press, Adobe Pro, Doc Link, WASP, PEGASUS, Orion, Command Workstation)
* Ability to maintain and communicate any HIPAA issues
* Ability to serve as a subject matter expert on any new projects that affect Shared Services
* Ability to listen, communicate clearly and concisely, orally and in writing
* Ability in the creation and implementing process improvements for the entire department
* Create, maintain and update processes and procedures
* On-site and/or remote regular attendance and punctuality are essential functions of the job.
* Performs other business tasks or functions as assigned.

Experience Requirements:

* 5 or more years of professional experience, with at least 3 years of management experience
* Mailroom experience is a must
* Health Industry experience is a plus

Knowledge, Skills & Abilities Required:

* Excellent verbal and written communication skills
* Experience using Share Point and knowledge of Visio
* Ability to train when needed
* Excellent organizational, planning and prioritization skills
* Knowledge of fundamental accounting principles, procedures, and applications
* Knowledge of Windows operating systems, including office programs
* Knowledge of Microsoft Office suite with intermediate to advanced Excel skills
* Team Building and problem Solving

Educational Requirements:

* Graduation from an accredited four-year college or university; or a level of education that, together with experience and training, enables the applicant to demonstrate the required knowledge and experience
* High school diploma or equivalent required.

Physical Requirements:

Must be able to sit for extended periods of time and occasional standing and walking. Must have adequate hearing for phone work. Vision requirements include close vision and the ability to adjust focus. Must be able to communicate effectively in English. Must be able to use a keyboard and other office equipment. Ability to lift up to 10 pounds occasionally.