Bulk Mail Associate II

Rochester, NY

GENERAL PURPOSE:

Bulk Mail Technicians are responsible for scheduling customer mailing projects and performing all of the aspects of mass mail preparation and processing. Bulk Mail Technicians consult with customers to plan mailings and perform tasks that focus on ensuring University mailings are cost effective in obtaining the most efficient delivery service times at the lowest postage cost. They are responsible for understanding and adhering to all relevant United States Postal Service (USPS) rules and regulations, including nonprofit regulations and department quality control procedures.

Bulk Mail Technicians must demonstrate effective communication and organizational skills while managing department schedules and deadlines. Their work consists of processing confidential databases; computer processing; running large and small production equipment systems; schedule print/copy work; including preparing customized variable data printing associated with assigned mailings. Bulk Mail Technicians will securely maintain databases and materials for customers and record all work for department billing. They are expected to work within a team framework; share and communicate information to team members and management; and be able to use independent judgment and problem solve within the scope of their assigned tasks.

ESSENTIAL DUTIES:

  1. Computer/Database Processing – analyze, manage and prepare databases; import, export, and process electronic databases of various formats; use specialized software to ensure lists are certified according to USPS requirements; visual inspection and manual data entry to supplement computer processing logic; merge and purge multiple lists; encode databases in proper sequence with corresponding endorsement lines and barcodes to include full-service intelligent mail barcodes; follow all University procedures regarding confidentiality and HIPPA security measures concerning database management.

  2. Bulk Mail Production – use computerized production equipment for automated tasks that include: labeling, folding, inserting, and tabbing. Ensure that mail is prepared in accordance to USPS requirements regarding labeling, sorting, bundling, strapping, and placement in appropriate containers. Some manual processing may be required.

  3. Customer Interaction – answer detailed questions regarding Mail Services’ processes and USPS postal rates and regulations; meet with customers to discuss projects; prioritize processing times based on customer expectations and department guidelines; produce production sheets that contain project instructions and relevant processing and billing information; receive deliveries of mailing materials; prepare appropriate postal documentation for electronic submission to USPS. Provide customers of project status; attend customer department staff meetings.

  4. Equipment set up – prepare computerized production equipment and small mail equipment for processing mail; import processed databases from network; ensure all necessary variable data fields are to be printed; insert fix field information that meets customer and USPS requirements. Perform routine service and minor repairs of bulk mail equipment; use a limited variety of tools and instruments properly and efficiently.

  5. Print Production – provide variable data printing services; prepare and print personalized letters and forms; prepare customized shipping and business reply labels; copy generic letters and flyers to be included in customer mailings; maintain inventory of paper and printer supplies; provide preventative maintenance and minor repairs to a variety of industrial digital printers.

  6. Quality Control –manage and ensure that all quality control procedures are followed; ensure all materials produced and processed meet customer expectations, USPS regulations and department standards; consult with area Printers and Graphic Designers in mail piece design; ensure that all mail pieces meet USPS design specifications/requirements in order to capture maximum postage savings and attain efficient postal delivery service; assist management with training of postal regulations with department Mail Clerks

  7. Process Redesign – provide cost effective solutions to streamline customer projects; recommend and implement new procedures designed to increase productivity and maximize equipment capacity.

  8. Area Maintenance – ensure that the workspace and production floor is clean and organized; all unused materials are returned to departments; all tools and materials are stored in their proper location.

  9. Other Duties as Assigned – reassignment to any task that meets the needs of the University, department, or customers as required.

  10. Safety/Security – maintain safe and secure environment in accordance with University and department guidelines.

Education/Experience (minimum required):

High School Diploma or GED equivalent and 2 years related experience required.

License/Certification Required :

USPS Mail Design Professional and Bowe Bell & Howell/ BCC Mail Manager Software certifications required within 12 months of acceptance of the position.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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Location: Central Administration
Full/Part Time: Full-Time
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