Mail Clerk IV

POSITION TITLE: Mail Clerk IV

AGENCY: University of Massachusetts Dartmouth

SALARY: 15

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

The Mail Clerk IV is responsible for overseeing the daily operations of the University's Mailroom, ensuring accurate and timely receipt, sorting, processing, and delivery of incoming and outgoing mail and packages. The incumbent operates and maintains postage metering equipment, tracks and reconciles postage expenditures, and ensures compliance with postal regulations. The Mail Clerk IV supervises and trains mailroom staff, maintains detailed records and logs, assists in inventory and shipping/receiving functions, and ensures a secure and organized mail distribution system. The role requires initiative, attention to detail, and the ability to lead a team while delivering reliable and efficient mail services across campus departments.

SUPERVISION RECEIVED:

Incumbents of positions at this level receive general supervision from employees of higher grade who provide policy guidance, assign work, and review performance through written and verbal reports for effectiveness and compliance with agency laws, rules, and regulations.

DIRECT REPORTING STAFF: Incumbents of positions at this level exercise direct supervision (i.e., not through an intermediate level supervisor) over, assign work to and review the performance of 1 - 15 personnel engaged in mail room activities.

THEIR STAFF: N/A

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

Mailroom, Shipping, and Receiving Operations

Receives, inspects, sorts, scans, and distributes incoming mail and packages using electronic receiving systems to ensure timely and secure delivery to students, departments, campus offices, and federal post offices

Collects and prepares outgoing mail and packages, including weighing, metering, sealing, and bundling to ensure accurate postage and efficient dispatch

Operates, maintains, and troubleshoots mail-handling equipment such as postage meters, scales, and scanners, and performs cleaning and minor maintenance as needed

Maintains accurate records for mail transactions including, but not limited to, postage usage, overnight packages, certified mail, and special handling items etc.

Reconciles postage meter accounts and processes manual entries for services like Business Reply or Postage Due mail

Ensures compliance with federal postal regulations and university policies for mail handling and shipping procedures

Serves as backup support for other Mailroom staff and works with, or in the absence of the Storekeeper, to review purchase orders, inspect deliveries, and verify quantity, quality, and conformance of received goods

Performs physical inventory of Mailroom supplies and equipment and assists in maintaining secure and organized storage

Performs physical inventory counts of University equipment to determine actual amounts on hand and to review and/or reconcile location and custodian records

Administrative and Compliance Functions:

Maintains mailing logs, reconciliations, and postage records for reporting and auditing purposes

Responds to inquiries regarding mailroom processes, service status and assists with shipping and receiving functions, including tracking packages, resolving delivery issues, and ensuring documentation is complete and accurate

Ensures proper use of University and state resources in accordance with established guidelines

Supports compliance with University, federal, and state regulations and OSHA requirements for mailroom safety practices and equipment operation

Supervision and Staff Coordination:

Supervises and assigns daily work to Mailroom personnel to ensure smooth operations and accurate mail distribution

Trains and supports staff on mail-handling procedures, equipment use, safety practices, and customer service standards

Monitors staff performance, conducts evaluations, identifies training needs, and assists with disciplinary or corrective actions when necessary

Performs other job-related duties and responsibilities as assigned

QUALIFICATIONS REQUIRED AT HIRE:

Ability to understand and apply the laws, rules, policies, and procedures governing assigned unit activities

Ability to follow oral and written instructions

Ability to read, write, and comprehend the English language

Ability to assemble items of information following established procedures

Ability to work accurately with names, numbers, codes, and/or symbols

Ability to perform arithmetical calculations (addition, subtraction, multiplication, and division) with speed and accuracy

Ability to operate mail-handling and processing equipment such as postage meters, scales, and addressing machines

Ability to establish and maintain harmonious working relationships with others

Ability to lift and carry heavy objects

Ability to operate a motor vehicle

Knowledge of the types and uses of mail-processing and handling equipment

Knowledge of the types and classes of mail

Ability to maintain accurate records

Ability to give oral and written instructions in a precise and understandable manner

Ability to lead a group of workers

Knowledge of standard maintenance procedures followed in connection with mail-processing and handling equipment

Ability to communicate effectively in oral expression

Ability to deal tactfully with others

Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished; the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action

QUALIFICATIONS ACQUIRED ON THE JOB:

Knowledge of the laws, rules, policies, and procedures governing assigned unit activities

Knowledge of the types and uses of agency forms

Knowledge of Federal laws, rules, and regulations governing postal services

Knowledge of the types and uses of mail processing and handling equipment

Knowledge of the types and classes of mail

Knowledge of standard maintenance procedures followed in connection with the operation of mail-processing and handling equipment

Knowledge of agency procedures and guidelines governing the purchase of supplies, materials, and equipment

Knowledge of the principles, practices and techniques of supervision

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) three years of full-time (or equivalent part-time) experience in office work or in work in which the processing of incoming and/or outgoing mail (i.e., delivering, sorting, weighing, metering, etc.) was a major duty.

LICENSE AND/OR CERTIFICATION REQUIREMENTS:

Possession of a current and valid Massachusetts Class D Driver's License

Must complete training for forklift and hand truck operation per OSHA or other state requirements

Possession of a Forklift Operator Certification or ability to obtain within 6 months of hire

REMARKS:

Mail Clerks usually work indoors, lift and carry heavy objects, and may drive a state vehicle and travel for job-related purposes.

DEPARTMENT: Mailroom

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED: No

SALARY: $52,449.02 to $73,712.34

HOURS: M-F 8am - 4pm

GRADE: 15

UNION: AFSCME

LOCATION: Campus Center Mail and Package Center

UMass Dartmouth offers exciting benefits such as:

75% Employer-Paid Health Insurance

Flexible Spending Accounts

Life Insurance

Long Term Disability

State Pension Retirement Plan

Optional Retirement Savings Plans

Tuition Credit (Employee, Spouse, & Dependents)

Twelve (12) paid holidays

Paid personal, vacation, and sick time

And More!

Benefits for AFSCME Union- AFSCME

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship is not available.

To apply please submit a letter of interest, a current resume, and the contact information for three professional references.

The deadline for internal applicants is August 27, 2025.

The review of internal and external applications will be ongoing until the position is filled.

The projected start date for this position is after October 1, 2025.