What are the responsibilities and job description for the Mail Center Associate position at EMC Insurance?
At EMC, we’re all about working together to make an impact. As part of our team, you’ll have the opportunity to grow, contribute, and gain experience that matters. We strive to be caring leaders, close partners, and responsive experts—always supporting each other to do our best work. Join us, and let’s improve lives together.
Essential Functions
- Operates mailing equipment, sets up mailing jobs and maintains postage machine by loading current software and performing basic maintenance.
- Follows mail class regulations to remain in compliance with postal requirements.
- Maintains postage machine, postage meter balance, money transfers and daily electronic production logs. Enters department codes in postage machine for all metered mail.
- Operates and completes daily job processing using the automated folder/inserter. Ensures accurate job set up for individual mailings.
- Confirms correct mailing materials are used and properly metered.
- Completes inserter maintenance.
- Reviews postage meter balance, money transfers to meter and daily production logs.
- Sorts large volumes of incoming and outgoing mail daily while meeting critical deadlines. Accurately distributes all mail in accordance with privacy laws.
- Logs all tracking number information in an Excel spreadsheet daily.
- Monitors various platforms for customer service requests and ensures all daily deadlines are met.
- Assists with training new employees on equipment as necessary.
- Sets up postage machines and ensures calibration requirements are accurate.
- Verifies proper postage amounts and clear markings on mail.
- Ensures documents are properly collated, folded, inserted, and that envelopes are sealed.
- Completes paperwork for postage refunds on error-metered mail.
- Assists customers with basic issues.
- Researches current postal regulations for mail acceptance and serves as a resource for web based applications and postal compliance.
- Investigates improperly addressed mail for proper routing.
- Picks up and delivers mail from additional EMC buildings on the premises.
- Manually sorts, organizes, and delivers mail as needed.
- Rotates going to the post office daily in company vehicle.
- Creates, refines, and maintains reporting and tracking of electronic file consignment.
- Processes automated job reconciliation reports and daily internal department tracking logs organization wide.
- Supports centralized mail by consigning electronic files and digital mail exchange.
- Documents, tracks, scans, logs, and handles storage and distribution of electronic records and files.
- Scans all branch and Corporate inbound mail.
- Audits and resolves incorrectly distributed electronic mail through centralized mail software as well as physical documents that do not meet formatted routing templates.
- Monitors digital audit trails to support productivity and accountability while maintaining privacy and accountability.
- Manually enters data as needed.
- Provides recommendations to people leader and team to enhance efficiency of mail processing methods and improve department and company standards.
- Cross trains on other shipping and administration operations as needed to ensure daily deadlines are met.
- Supports electronic tracking and delivery confirmation of time sensitive documents that require internal routing.
Education & Experience:
- High school diploma or equivalency
- Previous mail center experience preferred
Knowledge, Skills & Abilities:
- Excellent customer service skills
- Ability to stand for long periods of time
- Ability to perform repetitive motions
- Ability to work alone and in a team environment
- Knowledge of Microsoft Office applications
- Strong attention to detail
- Ability to be adaptable to unexpected changes in the workflow
Our employment practices are in accordance with the laws that prohibit discrimination due to race, color, creed, sex, sexual orientation, gender identity, genetic information, religion, age, national origin or ancestry, physical or mental disability, medical condition, veteran status, active military status, citizenship status, marital status or any other consideration made unlawful by federal, state, or local laws.
All of our locations are tobacco free including in company vehicles.
