Operations - Mail Services Specialist I

Description

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
• Annual 16 hour continuing education      encouraged

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.