Mail Services Specialist I

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&Js 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&Js 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 drivers 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 managers absence.
• Troubleshoots problems in department makes corrections or changes.