Mail Services Specialist I

 Position Overview: 

Primary responsibilities will assist with the daily duties of the mailroom. This will include things such as, but not limited to; receiving and delivering the mail to and from the various sources, conduct the processing of opening, sorting, scanning and indexing of incoming correspondence, such as; insurance policies, applications, cancellations, reinstatements, endorsements, claims, payments and other daily company and/or insured correspondence; by creating new insurance files or matching of existing insurance files within J&J’s imaging system with the intent of assisting getting the correspondence into the correct daily workflow to be handled by the responsible department personnel. 

Job Responsibilities:

• Pick up & deliver mail to and from Post office
• Review, sort & distribute company mail within the office and/or prepare for delivery to any remote offices
• Sort, clean & scan new mail correspondence into J&J’s imaging system
• Data entry required during indexing of new mail correspondence into new and/or existing insurance files
• Package & apply required postage according USPS guidelines to outgoing mail
• Maintain and update agent, remote office and/or employee addresses for mail delivery or forwarding
• Fill supply order requests for agents 
• Maintain and update postal rates when applicable and ensure DM1000 always has postage available 
• Maintain and keep mailroom equipment functioning properly, such as but not limited to; scanner maintenance, record scan batch information, release daily print queues
• Run Daily/Monthly postage reports when requested
• Maintain and oversee mailroom supplies and place orders when needed
• Contributes to team effort and/or other by accomplishing various tasks as they are assigned 
• Effective communication with owners, department managers, staff and teammates

Education and Work Experience:

• High School Diploma or equivalent
• Minimum of six months to three years corporate mailroom operations, clerical and/or customer service experience preferred but not required 

Knowledge Skills & Abilities:

• Ability to type 30-50 WPM
• Customer service skills
• Ability to communicate with very clear verbal and/or written communication skills
• Ability to type accurately, organize and present information in a neat and effective manner
• Ability to manage multiple tasks, while keeping focused on the details 
• Knowledge and experience with Microsoft Office Suite (word, excel, PowerPoint, outlook)
• Ability to grasp new tasks/software/equipment quickly, efficiently and accurately
• Positive and welcoming attitude
• Willingness to learn and ability to take initiative by self-motivation
• Team player with a proactive approach to problem solving 

Typical Physical Demands:

• Requires the ability to sit, stand and/or reach over your head for long periods of time
• May require heavy lifting of up to 30 pounds
• Requires normal range of vision and hearing with or without accommodations
• Operate passenger vehicle and have a valid driver’s license

Career Path from Level I to III:

• Determined by; confidence level and comprehension within Knowledge Skills and Abilities and Job Responsibilities, self-motivation, completed education requirements, contributions to the team and/or tenure within the role. 

Level IV:

• Covers for department manager when on PTO or away from the office.
• Mentor to all new hires in the Mail Services department.
• Assigns work to others.
• Has authority to make decisions in department manager’s absence.
• Troubleshoots problems in department, makes corrections or changes.