Mail Systems Manager

Manages all mailing functions and personnel.
Responsibilities and Authorities
  • Reports to Director of Mailing and Fulfillment.
  • Understands and keeps up with changes to the DMM.
  • Oversees conversion of files to controller compatible language.
  • Responsible for production of a mailing job jacket, which includes detailed instructions about the job, bag tags, control sheets and required postal documents.
  • Responsible for production of or orders bound dummies for weight verification when CSR is not available.
  • Responsible for providing CSR with final mail count(s) and postage calculations promptly on receipt of customer mail files.
  • Approves ink jet area panels and layouts before plating and for press.
  • Responsible for loading files into production ink jet systems.
  • Updates postal software used to meet all changes, revisions and requirements as posted monthly or quarterly by the USPS.
  • Supervises all off-line inkjet operators, production and quality.
  • Supervises all mail file preparation.
  • Per customer request, provides quantities mailed by source codes.
  • Works directly with customers when file problems arise.
  • Advises customers on how to design their products to save postage and/or time.
  • Maintains customer and /or processor contacts as needed for future projects.
  • Works closely with the Bindery/Mailing and Fulfillment manager and supervisors to meet production schedules.
  • Works closely with Bindery/Mailing and Fulfillment personnel to ensure that projects are addressed correctly and accurately.
  • Provides the Bindery or Mailing and Fulfillment with necessary information and instructions for targeting “seed names” within mail files as provided by HPG personnel or customer.
  • Works closely with postal representatives on regulation issues.
  • Serves as a technical support tool and provides training for Sales, CSR’s and Production.
  • Responsible for preparing UPS drop shipment files for internal use from customer supplied drop ship list.
  • Responsible for checking drop ship list for accuracy of names, addresses, quantities, etc. as provided by customer.
  • Serves as the Company’s mailing rules and regulations expert.
  • Selects, trains, supervises, motivates, evaluates and disciplines employees in department.
  • Performs other duties as assigned.
Required Competencies and Education
  • Requires bachelor’s degree or a minimum of ten years of progressively more responsible experience in a production environment preferably in the mailing industry.
  • Requires a high level of computer skills.
  • Must have good verbal and written skills.
  • Requires tact and diplomacy in dealing with both internal and external customers.
  • Requires a good working knowledge of the DMM.
  • Requires a good working knowledge of Mail Manager 2010 or equivalent software.

Published on Wednesday, July 30, 2008 (updated 05/28/2014)

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