Mail Services Supervisor

Job Description

Job Description

Established in 1980, the Greater Lawrence Family Health Center (GLFHC) is a multi-site mission-driven non-profit organization employing over 700 staff whose primary focus is providing the highest quality patient care to residents throughout the Merrimack Valley. Nationally recognized as a leader in community medicine (family practice, pediatrics, internal medicine, and geriatrics), GLFHC has clinical sites throughout the service area and is the sponsoring organization for the Lawrence Family Medicine Residency Program.

GLFHC is currently seeking a Mail Services Supervisor . Under the direction of the Sr. Director, Facilities, the Mail Services Supervisor is responsible for overseeing the daily operations of the organization's mailroom, ensuring the efficient, accurate, and timely processing and distribution of incoming and outgoing mail, packages, and interoffice correspondence across all Health Center locations. This position supervises mailroom staff, manages shipping and mailing operations, maintains departmental procedures, and ensures compliance with organizational policies, confidentiality requirements, and postal regulations.

• Supervise the daily operations of the mailroom and assign work to mailroom personnel.
• Receive, sort, process, and distribute incoming mail, packages, and courier deliveries.
• Coordinate and prepare all outgoing mail, including USPS, FedEx, UPS, and other courier services.
• Ensure timely delivery of interoffice mail between all Health Center locations.
• Monitor departmental productivity and implement workflow improvements.
• Maintain accurate shipping and postage records and prepare reports as requested.
• Manage postage meters, mailing equipment, and shipping software.
• Maintain inventory of mailroom supplies and place orders as necessary.
• Coordinate with vendors for equipment maintenance and service.
• Ensure compliance with USPS regulations, HIPAA, and organizational confidentiality standards when handling sensitive documents.
• Develop and maintain mailroom policies and standard operating procedures.
• Assist departments with large mailings, special projects, and bulk mailing activities.
• Investigate and resolve mail delivery issues or discrepancies.
• Train, coach, schedule, and evaluate mailroom staff.
• Ensure a clean, organized, and safe work environment.
• Assist with emergency preparedness activities related to mail operations.
• Perform other duties as assigned.

Qualifications

• Knowledge of USPS, FedEx, UPS, and courier shipping procedures.
• Strong organizational and time management skills.
• Excellent customer service and interpersonal communication skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Proficiency with Microsoft Office Suite and shipping software.
• Ability to maintain confidentiality and handle sensitive information.
• Strong problem-solving and decision-making skills.
• Ability to work independently while supervising a team.
• Valid Driver's License required.

Education

• High School Diploma or GED required.
• Associate degree in Business Administration, Operations Management, or a related field preferred.

Experience

• Minimum of three (3) years of mailroom, shipping/receiving, logistics, or distribution experience.
• Minimum of one (1) year of supervisory or lead experience preferred.
• Experience in a healthcare or multi-site organization is highly desirable.

GLFHC offers a great working environment, comprehensive benefit package, growth opportunities and tuition reimbursement.