Mail Services Specialist I

Job Description

Job Description

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.

Employee Signature:   ¬¬¬¬___________________Date:  ___________________

NOTE:  This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.