Mail Services Manager (0396U), Parking & Transportation - 2127

  • University of California, Berkeley
  • Berkeley, CA, USA
  • 342 views
Full Time Management

Job Description

Mail Services Manager (0396U), Parking & Transportation - 2127

About Berkeley

The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.

Departmental Overview

Mail Services is a unit of Parking & Transportation

Mail Services is a distribution hub for all incoming US mail, intra- and inter-campus mail, and outgoing mail between the UC Berkeley campus and outside postal and delivery systems. It is dedicated to the timely and efficient processing and delivery of internal correspondence, an uninterrupted flow of mail between the campus community and the U.S. Postal Service (USPS) and other outside carriers, and the realization of optimal savings through the utilization of automated procedures and cost-effective mailing techniques.

The Mail Services Manager is a self-starter who can manage an independent unit with minimal interference from his/her supervisor. The Manager directly supervises 6 FTE and is responsible for all aspects of campus mail: operations, budgeting, supervision, staff training, and supporting the educational mission of the UC Berkeley campus.

The UC Berkeley Parking and Transportation Department provides a full range of parking and transportation services, serving a diverse community of more than 35,000 students and 15,000 faculty and staff in the City of Berkeley, at the heart of the San Francisco Bay Area.

Our Vision

• In support of the University's core academic and public service mission, Parking and Transportation is dedicated to delivering transportation systems that complement long-term growth and development, and enhance and protect the physical attributes of the campus and surrounding area.

Our Mission

• To improve the quality of life for the UC Berkeley community by providing safe, convenient, and well maintained parking and transportation options, while promoting and facilitating alternative modes of transportation.

Our Goals

• Provide professional and highly responsive customer service

• Ensure and facilitate vehicular access to the campus

• Furnish sufficient parking to meet the needs of the growing campus community

• Engage in proactive planning and development to support the university's long term plan

• Forge cooperative partnerships with university and city departments to effect positive change

• Enable responsible, effective, and efficient use of revenue and resources

• Maintain optimal condition and safety of campus vehicles, roads, and facilities

• Disseminate accurate and timely information

• Administer parking enforcement to protect the parking privileges of permit holders and visitors

• Implement sustainable transportation alternatives to reduce vehicle congestion and promote clean air

• Promote continuous improvement of systems, processes, and procedures

To learn more about Mail Services, please visit http://mailservices.berkeley.edu/about

Responsibilities

OPERATIONAL:

General Operational Management:

• Incumbent establishes goals and objectives consistent with short and long range plans of the Mail Services organization as well as addressing individual campus departmental needs; establishes criteria for determining and maintaining service levels and standards; and ensures that operations are in compliance with all regulations and policies mandated by the University as well as all local, state, and federal agencies, including the U.S. Postal Service.

• As lead member of the Mail Services team, the incumbent works with the Director to develop and meet goals and objectives that support the campus's mission of instruction, research, and public service.

• The incumbent has complete responsibility for the accurate functioning of all Mail Services manual and computerized systems relating to ZIP+4, volume and inbound databases.

• The incumbent manages the ZIP+4 database and related databases.

• As Manager, the incumbent is responsible for establishing, as well as implementing, data policy and procedures.

• The ZIP+4 database is the official national postal record of all organizational divisions at UC Berkeley which all campus units and national companies use for mailing.

• The information system responsibilities include: the analysis, design and maintenance of the campus units and code designations; and modifying data to meet reporting requirements for the U.S. Postal Service.

• The incumbent is the Berkeley campus postal expert in terms of postal codes and is authorized to represent the Berkeley campus on postal issues with the U.S. Postal Service, the Office of the President, and national organizations such as the National Association of College and Universities Mail Services, and Mail Systems Management Association.

Campus Mail and Incoming Mail:

• The incumbent is responsible for insuring the efficient and accurate processing of the Campus's 3 million pieces of incoming U.S. Postal Service mail and 1 million pieces of intra-campus mail per year. To accomplish this, the position directly supervises 5 Mail Processors, analyzes staffing recommendations, determines staffing needs and seasonal work schedules to insure the consistent processing of mail within prescribed service standards, applies departmental policies to determine eligibility for mail stops, ZIP+4 assignments and other diverse services.

• Ensures accuracy of billing system for auxiliary units and special services to the campus as well as resolving billing discrepancies.

Outgoing Mail Unit:

• The incumbent is responsible for insuring the efficient and accurate processing of the Campus's 1.5 million pieces of outgoing mail per year. To accomplish this, the position supervises 2.5 Mail Processors, analyzes staffing recommendations, determines staffing needs and seasonal work schedules to insure the consistent processing of mail within prescribed services.

• Maintains systems to insure the most favorable shipping rates are obtained for campus customers.

• The incumbent analyzes and develops systems to fulfill special service orders placed by departments for rechargeable services, identifies customers' needs not currently being met by Mail Services and develops proposals to the Director to implement these new services, assists in marketing new programs, analyzes new processing system and equipment needs, costs, and potential savings.

Shredding:

• The incumbent is responsible for the campus shredding program.

• Currently Mail Services handles about 50% of the campus's shredding needs.

• Incumbent is responsible for maintaining shredding program in accordance with campus, State, and Federal regulations regarding the proper disposal of sensitive information including HIPAA, PCI, and other secure document disposal regulations.

Administrative:

• The incumbent administers the Campus stamp sale policy by monitoring monthly reports prepared by an Assistant II.

• Supervises all purchasing activities for Mail Services: telephone coverage, copy machine supplies and maintenance, internal mail processing, facility and system security, communication needs, employee safety, and space management.

• Manages the accounting and financial reporting and human resources functions.

• Analyzes financial and operational data to identify and resolve problems.

• Maintains internal control to protect assets and ensure the integrity of financial reporting.

• Serves as Building Manager as well as Emergency Management Coordinator for 2000 Carleton facility.

• Responsible for annual facilities inventory update, department analysis of space requirements and design and utilization.

SUPERVISORY:

Personnel Administration:

• The incumbent develops, implements, and monitors performance standards and department work rules for 6 FTE;

• Determines staffing needs, levels, and classifications to ensure smooth running operations within budget and time constraints;

• Hires qualified personnel within approved staffing levels and meets affirmative action goals;

• Makes decisions for hiring, merit increases, and disciplinary action up to and including termination; ensures compliance with University personnel policies, affirmative action goals and objectives;

• Ensures compliance with the terms and conditions of collective bargaining contracts;

• Establishes procedures for cross-training and employee development; determines future staffing needs and makes appropriate plans and recommendations;

• Supervises the preparation of job descriptions and performance evaluations.

• Incumbent also supervises consultants and employees hired to perform tasks related to the facilities or computer systems.

FINANCIAL

Financial Administration:

• The incumbent manages the department within approved budgets;

• Monitors monthly financial reports; analyzes and reports on significant revenue and expense variances to the Director;

• Adjusts expenses to stay within budget and in response to revenue variances;

• Reviews financial reports to assure accuracy and completeness.

• Assists Director in developing annual budgets and recharge rate schedules consistent with short and long range strategies and the University Direct Costing Policy.

• Assists Director in determining the financial impact of proposals for new programs, changes or solutions to problems and makes recommendations.

• Arranges contracts with outside vendors for services as needed.

• Develops bids for contracts on vendor services.

• Approves the purchase of supplies and other expenses within approved budgets.

• Maintains systems for tracking volumes, revenues, and expenses.

• Monitors fleet expenses for a total of 7 vehicles and determines number and type of vehicles needed.

PLANNING, ANALYSIS, AND POLICY DEVELOPMENT:

Planning:

• The incumbent assesses current and future campus and departmental needs for mail related services;

• Determines impact of U.S. Postal Service changes on campus departmental mailing needs; develops strategic plans, recommendations, and policies to support these activities.

• Incumbent assists the Director in developing long-range plans for Mail Services' operations and identifies potential problems that might affect implementation of future plans and makes recommendations to the Director.

• Incumbent initiates or participates in the creation and coordination of training workshops to inform the campus community on mailing requirements and changes. This includes preparing materials, reviewing speeches of subordinates, preparing visual aids and making presentations.

Policy Development and Implementation:

• Incumbent develops, proposes, and implements campuswide mail operational policies.

• Policies related, but are not limited, to issues as diverse as disposition of undeliverable mail, addition/deletion of delivery points, and assignment of ZIP+4 mail codes for the campus.

• Develops and implements security and safety policies and programs relating to all facets of Mail Services operations and personnel.

Specific Responsibilities:

• Incumbent identifies, proposes, and implements policies, and works with affected groups to mitigate possible negative consequences of policy or operational changes;

• Proposes and implements internal department policies including operational, financial, and personnel policies.

• Incumbent develops and establishes operational policies related to alternative mailing services (express mail, presort, and internal mail vendors) including identification of alternative services, coordination of services, implementation of services and follow-up service performance evaluation.

TECHNICAL EXPERTISE:

Public Relations/ Technical Expertise:

• Incumbent provides coordination and serves as liaison with campus departments and outside agencies such as the U.S. Postal Service; works closely with equipment and service vendors and other relevant external agencies; interprets current campus, State, and Federal policies and regulations for Mail Services, and ensures compliance with rules and regulations;

• Keeps campus community in compliance with campus and University policies regarding mail, and informs campus community of these policies as needed; participates in ad hoc task forces as needed to gain input and advice on issues of concern.

• The position is responsible for maintaining effective working relations with all persons or groups affected by, or concerned with, Mail Services; provides information on policies, plans, procedures, and services;

• Listens to customer needs, complaints, and solicits feedback;

• Keeps abreast of mail industry trends; represents Berkeley campus at national level mail conferences and industry meetings and seminars.

Computer-based Systems Analysis and Design:

• Incumbent manages and is responsible for accurate operation of the ZIP+4 national database, campus database, and the data used to mechanically sort mail for processing. This requires an understanding of database management and design as well as specialty knowledge about mail processing.

• Incumbent participates in information needs assessment, documenting requirements, testing and implementation of systems including billing, accounting, and volume programs.

Required Qualifications

• Strong knowledge of mail, package, shipping and express services operations, as well as related policy and regulatory compliance requirements from postal and other services, domestic and international.

• Strong interpersonal skills and ability to work effectively across the organization, at all levels, both internally and externally.

• Strong service orientation skills, ability to multi-task effectively in a varied, challenging environment, sound judgment and decision-making, reasoning, ability to develop original ideas to resolve problems, and strong verbal and written communication skills.

• Strong skills in client services and entrepreneurial spirit and creative thinking.

• Must be proficient in the use of basic computer applications.

Education/Training:

• Bachelor's degree in related area and/or equivalent experience/training.

Salary & Benefits

This is an exempt, monthly paid position. Annual salary is commensurate with experience.

For information on the comprehensive benefits package offered by the University visit:

http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

Please submit your cover letter and resume as a single attachment when applying.

Driving Required

A valid driver's license and DMV check for driving record is required.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf

For the complete University of California nondiscrimination and affirmative action policy see:

http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

To apply, visit https://apptrkr.com/1671057

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