Mailroom Supervisor

Position Overview

The Illinois Department of Employment Security (IDES) is seeking an organized, professional and mechanically inclined individual to serve as Mailroom Supervisor. This position will be responsible for planning and directing all agency physical and digital mail handling and equipment. The individual in this position will direct a team of subordinate staff in obtaining, receiving, sorting, scanning, tracking, distributing, preparing, maintaining and disposing of agency mail, and will also oversee the adjustment and maintenance of equipment, including postage meters, mail openers, envelope sealers, inserters, sorters and Multi-Function Devices (MFDs), in order to prevent downtime and service disruptions. Responsibilities include preparing reports and workload forecasts and applying independent judgment in implementing procedures and coordinating mail services activities to maintain security standards and meet tight agency deadlines. The ideal candidate for this position will have excellent organizational skills and extensive experience providing mail services to an organization with 800+ employees. IDES offers a competitive compensation plan, excellent benefits, and a pension program. We invite you to join our innovative team to support IDES staff in making a positive difference in the lives of Illinois employers and job seekers.       

Essential Functions

• Under direction, serves as Mailroom Supervisor for the Illinois Department of Employment Security (IDES)


• Serves as working supervisor


• Directs mail services activities, including but not limited to digitization of physical mail


• Oversees mail services office equipment operation and maintenance


• Directs, coordinates and performs a variety of administrative and clerical mail services functions


• Keeps abreast of policies, procedures, regulations, systems and equipment related to mail services


• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of two (2) years of study at a secretarial/business college and one (1) year of office experience; OR


• Requires completion of high school and three (3) years of Office Assistant experience; OR


• Requires three (3) years independent business experience

Conditions of Employment

• Requires an Illinois State Police background check and self-disclosure of any criminal history.


• Requires ability to travel in the performance of duties, with overnight stays as appropriate.


• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends.


• This position is considered heavy work as defined by the U.S. Department of Labor (20 CFR 404.1567(d)). Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds.


• Requires ability to apply evolving automated office equipment and technology to complex tasks.


• Requires the ability to perform the physical functions and tasks associated with operating and maintaining mailroom equipment and delivering mail, including but not limited to standing and/or walking for long periods of time, pushing and pulling of arm or leg controls, crouching, kneeling, bending, twisting, pushing or pulling up to 100 pounds with assistance, and repetitively lifting or moving objects weighing up to 50 pounds.


• Requires exposure to various environmental conditions associated with operating and maintaining mailroom equipment, including but not limited to moving mechanical parts, loud noise, dirt, dust, steam, and fumes.


• Requires ability to attend seminars, conferences, and trainings to stay current on methods, tools, ideologies, or other industry related topics relevant to the job duties.


• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The Illinois Department of Employment Security’s (IDES) mission is to serve Illinois workers and employers to the best of our ability and to use our knowledge of the Illinois workforce to inform sound policy decision making.  IDES encourages economic growth and stability in Illinois by providing vital Employment Services to Illinois residents and employers, analyzing and disseminating actionable Labor Market Information, and administering Unemployment Insurance programs.