Bulk Mail Associate II

University of Rochester; City of Rochester (NY); On-site; Full time

Job summary

An established industry player in higher education seeks a dedicated individual for mail services. This role involves scheduling and preparing mass mailings, ensuring compliance with USPS standards, and interacting with customers to meet their needs. The ideal candidate will have a strong background in database management and customer service, along with a commitment to quality control and equipment maintenance. Join a community that values equity, leadership, and integrity, and contribute to a mission that aims to make the world ever better. This opportunity offers a chance to grow within a supportive environment focused on diversity and inclusion.

Qualifications

• High School Diploma and 2 years related experience required.
• Certifications in USPS Mail Design and BCC Mail Manager within 12 months.

Responsibilities

• Schedule and prepare mass mailings efficiently and cost-effectively.
• Manage databases, ensuring compliance with USPS requirements.
• Interact with customers to discuss projects and provide updates.

Skills

Database Management

Mail Services Knowledge

Customer Service

Quality Control

Equipment Maintenance

Education

High School Diploma or GED

Tools

USPS Mail Design Professional Certification

Bowe Bell & Howell/ BCC Mail Manager Software Certification

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 100085 Mail-Fac & Services

Work Shift: UR - Day (United States of America)

Range: UR URG 102 H

Compensation Range: $17.00 - $22.10

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

Responsible for scheduling customer-mailing projects and performing all aspects of mass mail preparation and processing. 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.

Schedule: 7 AM-3:30 PM; POSS WKENDS/HOL

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 HIPAA 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 Setup: 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.

EOE Minorities / Females / Protected Veterans / Disabled:

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.

About Us

Notice: If you are a Current Employee, please log into myURHR to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward.

Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals.

At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.