Department Supervisor

Insert Department Supervisor

The Inserting Department Supervisor oversees daily production activities, employee performance, equipment utilization, and quality standards within the inserting department. This position ensures that high-volume transactional mail is processed accurately, efficiently, securely, and in accordance with customer specifications, established production schedules, and company procedures.

The Supervisor provides hands-on leadership to insert machine operators, production assistants, and other assigned personnel while coordinating staffing, workflow, equipment assignments, and production priorities. This role monitors productivity, minimizes downtime, resolves operational challenges, and ensures production deadlines and service-level agreements (SLAs) are consistently met.

Working closely with Production Management, Quality Assurance, Maintenance, Mailing, and other departments, the Supervisor plays an essential role in maintaining operational continuity, supporting employee development, improving production efficiency, and fostering a safe, collaborative, and accountable workplace.

The ideal candidate is a motivated, detail-oriented production leader with experience in automated inserting operations, strong mechanical aptitude, excellent communication skills, and the ability to motivate and develop employees in a fast-paced, deadline-driven manufacturing environment.

This position directly supervises assigned inserting machine operators, production assistants, and other production personnel.

The essential functions include, but are not limited to, the following:

• Supervise daily inserting operations to ensure production schedules, customer requirements, and established quality standards are met.
• Monitor production progress throughout the shift and adjust staffing, equipment assignments, and workflow as necessary to meet deadlines.
• Ensure inserting jobs are completed according to approved job tickets, customer specifications, standard operating procedures (SOPs), and production requirements.
• Ensure accurate documentation of production quantities, completed jobs, spoilage, reprints, and reconciliation results.
• Communicate production status, equipment issues, staffing concerns, and potential delays to department management.
• Maintain a working understanding of automated inserting equipment, including applicable BlueCrest, Pitney Bowes, Bell and Howell, Kern, or comparable systems.
• Provide technical guidance to machine operators regarding equipment setup, adjustments, operating procedures, and troubleshooting.
• Ensure all inserting operations meet established quality standards, customer specifications, and internal control requirements.
• Monitor document integrity, insertion accuracy, sequence verification, and proper mailpiece assembly.
• Implement corrective actions to reduce recurring errors, rework, spoilage, and customer complaints.
• Maintain accurate production records, quality documentation, and reconciliation reports.
• Ensure confidential customer information and sensitive documents are handled securely in accordance with company policies and applicable client requirements.
• Support compliance with applicable HIPAA, SOC, PCI DSS, and other contractual or regulatory requirements as relevant to assigned operations.
• Reinforce employee accountability for quality, accuracy, confidentiality, and production integrity.

Minimum Qualifications:

• High school diploma or equivalent; supervisory training preferred.
• 2+ years of leadership experience in a production or warehouse setting.
• Strong communication and problem-solving abilities.
• Ability to lead and motivate staff in a fast-paced environment.
• Experience with BlueCrest, Pitney Bowes, Bell and Howell, Kern, or comparable inserting systems preferred.

Additional Responsibilities:

Employees may be required to perform duties outside their primary responsibilities or assigned department, as reasonably requested by management. These duties may occasionally occur outside regular working hours, provided they align with applicable labor laws.

Physical Demands:

• Work is performed in a warehouse or production facility environment.
• May be exposed to varying temperatures, noise, dust, and printing chemicals.
• Must be able to lift 50 pounds, push 800 pounds on a load-bearing cart, carry 25 pounds, and pull 200 pounds.
• Must be able to use hand tools, pallet jacks, and forklifts.
• Requires frequent standing, walking, crouching, bending, kneeling, lifting, and using repetitive motions of hands or wrists; finger, grasp, handle, or feel; reach with arms and hands for extended periods.
• Fast-paced, deadline-driven setting requiring the ability to manage multiple tasks simultaneously.

Note:

This job description in no way states or implies that these are the only duties to be performed by this position's employee(s). Employees will be required to follow any other job-related instructions and perform any other job-related duties requested by anyone authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements. They are subject to possible modification to accommodate individuals with disabilities reasonably. Immediate Mailing Services, Inc. is an Equal OpportunityAffirmative Action Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, protected veteran status, immigration status, criminal history, height, weight, or any other protected category under applicable federal, state, or local laws. We are a drug?free workplace and comply with all applicable ADA requirements.

To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to their health, safety, or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.