Description:

Skill

Required / Desired

Required Years of Experience

Years of Experience

Last Used

Customer services skills

Required

Massachusetts Class D driver's license

Required

Microsoft office skills (beginner/advanced beginner)

Required

Ability to lift and/or push/pull 50 pounds

Required

The employee(s) will join CPMS. CPMS is a busy professional print and mail shop that completes jobs for MA state agencies and municipalities. CPMS operates multiple high-volume machines across two floors, including printers, inserters and folders.

(CPMS webpage https://www.mass.gov/info-details/commonwealth-print-and-mail-services)

The employee will be responsible for the operation of a mail inserter, while performing accurate record keeping of all postal meter logs and production reports. (Currently, this task is handwritten. When a job is complete, the machine displays the count. The employee manually updates the log after every job. A stock log is also manually maintained.)

The initial assignment is for six months. There is a chance of conversion to a permanent position, but it would depend on agency need and the availability of funding. Previous printshop experience is not required, as the department is prepared to provide training, but the candidate should be interested in a physical job that involves equipment operation.

DETAILED STATEMENT OF DUTIESAND RESPONSIBILITIES

Responsibilities and duties include, but are not limited to:

Prepare, post, and account for multiple types of deliverables that do not fit into the daily bulk mailing. Typically, these are jobs that require special handling due to a unique size or shape. The employee may operate several types of machines i.e. different types of inserters.

Ensure that daily, weekly, and monthly mailing deadlines are met. The print shop is a deadline-driven environment. All jobs have deadlines ex. CPMS might have 1-2 days to run a checks job.

Process, distribute, and pickup mail for customer agencies in a timely and efficient manner. The employee will pick up bins of mail from the elevator, and then distribute it, or put it through the postage meter to mail it out.

Operate mail inserting machines, perform preventative maintenance and corrective adjustments. Maintenance can include cleaning, filling with water, or cleaning with compressed air. The employee will keep the area neat, and alert the supervisor if supplies are needed (ex. bins or envelopes).

Review and follow QA/QC procedures to deliver a high level of service to customers. All jobs have a cover sheet that lists the requirements ex. Simplex/duplex. CPMS seeks an employee with good comprehension of written job orders, who will complete jobs accurately, and ask questions if the requirements are not clear.

Assist in maintaining the mailroom inventory of supplies, forms, and necessary equipment. Notify supervisor if supplies are low.

Should be able to assume clerical and operational responsibilities of Mailing Services group leader if the supervisor is unavailable. The employee will be able to manage their time, organize the incoming jobs, and make sure that work is completed. (Work is organized on tables, in different areas of the print shop. In the supervisor’s absence, the employee should take the initiative to check the tables for work.)

Will understand and comply with all standards. Ex. The employee will receive special training for the Department of Revenue jobs, as they require a high level of security in processing, handling and mailing.

Demonstrate flexibility in accepting assignments and taking initiative when needed.

JOB DETAILS

The initial schedule is 7 AM-3 PM, Monday- Friday. If hired, or for a long-term temporary assignment, the supervisor may wish to adjust the schedule based on need, but with employee feedback. A possible tentative schedule is a 4-day work week, from 6 AM-4 PM, but those hours are not fixed; the management team is flexible.

The employee will receive training. The department is willing to train until the employee is confident. CPMS seeks an employee who wants to learn, who will actively engage in training, and who will ask questions. (For the recruiter’s information, mistakes can cost thousands of dollars if a job has to be discarded ex. If a 25,000-piece job was processed with the wrong envelopes, then every envelope will have to be opened manually so that the contents can be retrieved, and 25,000 envelopes will need to be discarded).

The job location is a machine room, with printing, inserting and mailing equipment. Machines on two floors are in constant operation. The location is noisy, but OSD allows headphones, either noise cancelling or music.

The job requires standing for most of the day, for hours at a time while operating equipment, but with multiple breaks during the day.

QUALIFICATIONS REQUIRED AT HIRE

The candidate for this position must possess the following qualifications:

Ability to consistently complete tasks in a timely manner.

Demonstrated ability to uncover and report errors as well as correct them before distribution of output. Examples of errors would include page markings in wrong place; too light to read; simplex/duplex doesn’t match specifications.

Ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.

Employee should enjoy a fast-paced environment, be confident enough to ask questions to confirm print job specifications, and should work well individually or in a team; the print shop has about 20 employees.

Demonstrated competency in basic computer skills including proficiency in MS Office Suite (Excel and Word); a beginner/advanced beginner level is acceptable, if the employee is confident and comfortable using what they know. Also, the employee will need to read and process their email.

For other computer skills related to print shop equipment, should have demonstrated ability to work with specialized or proprietary applications. Inserters have a computer attached, with Dworks software. The employee will receive training in the application, but should be comfortable with computer navigation and other basics. Additional computer use anticipated, as department is transitioning to an online job management system that will track most work within the organization.

Proven customer service skills, primarily on telephone. Will help customers looking for status of job etc.

Ability to lift and/or push/pull up to 50 lbs. (ex. Skids of envelopes, moving trays of filled envelopes after inserter is complete, pulling cart loaded with trays.)

Due to security requirements of Department of Revenue, the temporary employee will be fingerprinted by an organization selected by the supervisor, and must be able to pass the screening.

(Note to recruiter. Please only submit candidates with a Massachusetts Class D Driver’s License, as it would be required for the employee to convert to permanent. All team members are responsible for driving the department courier van to deliver orders on a rotating basis. The department cannot allow a temporary employee to operate the van, but a license is required for permanent employees.)

DESIRED, BUT NOT REQUIRED

Experience in office work which included processing incoming and/or outgoing mail (for example, delivering, sorting, weighing, metering, etc.)

Knowledge of methods and techniques used in machine operations, adjustments, and care, such as mail sorters, etc.