Mailroom Supervisor

Description

Title: Mailroom Supervisor   

Department: Member Experience

Reports To: AVP of Member Experience

Job Grade: 8                                                      

FLSA: Non-Exempt                                                                                                           Last Modified: 02/26/2025

It’s a Job … only better!

At UKFCU, we’re more than a Credit Union – we’re a community, and we’ve been proudly serving our members since 1937! As a rapidly growing, not-for-profit organization, we’re dedicated to making a real difference in the lives of our members and employees alike. If you’re looking for a workplace where you can grow, make an impact, and have fun while helping others, UKFCU is the place for you!

Why This Role Matters

As a Mailroom Supervisor, you will oversee and direct the day-to-day operations of the Member Experience Mailroom, ensuring accuracy, efficiency, and compliance with credit union policies. You will be responsible for managing mailroom processes, document tracking, check processing, vendor relations, and outbound mail operations. This role requires a subject matter expert in image warehouse products and strong leadership to mentor and support the mailroom team. Your work will help streamline mailroom functions, improve operational efficiencies, and enhance service delivery for both members and internal departments.

What You’ll Do

Mailroom Operations & Workflow Management:

• Ensure the effective completion of work by mailroom staff, including ticket inquiries, mail handling, parcel deliveries, scanning, indexing, image storage, check processing, currency handling, courier bag routing, document destruction, and other duties assigned by management.
• Monitor and ensure timely completion of mailroom tickets, maintaining service level agreements (SLAs).
• Regularly review and improve mailroom procedures to optimize efficiency and compliance.
• Handle incoming and outgoing mail by sorting, counting, distributing, and performing production tasks to assist the team.

Reporting & Compliance Oversight:

• Track and report mail count, bill pay checks, return mail, and insurance documents.
• Generate and review Pitney Bowes reports to improve mailing efficiency.
• Ensure compliance with organizational mail handling procedures and NCUA guidelines.
• Maintain accurate records for audit and compliance purposes.

Payment Processing & Account Maintenance:

• Oversee and facilitate payment processing and account maintenance based on member requests received via mail.
• Ensure proper documentation and reconciliation of payments processed within the department.

Team Leadership & Staff Development:

• Serve as a mentor and technical expert for the mailroom team, providing individual guidance and training.
• Assign and monitor staff scheduling to ensure proper coverage and efficiency.
• Conduct regular team meetings and one-on-one sessions with staff to communicate updates, provide feedback, and support professional development.

Facility & Vendor Management:

• Oversee and manage the entry and exit of visitors at the corporate office premises.
• Manage scheduling, setup, and maintenance of the Bluegrass meeting room, ensuring necessary equipment and materials are available and addressing inquiries or issues.
• Develop and maintain relationships with vendors, handling billing, invoicing, and contract reviews to ensure smooth and compliant operations.

Qualifications

Who You Are

Experience & Education

• Two to five years of similar or related experience.
• High school diploma or equivalent.

Skills & Strengths

• Strong organizational and multitasking skills with the ability to manage high-volume mailroom operations.
• Excellent attention to detail and accuracy in document tracking and payment processing.
• Strong leadership and mentoring abilities to guide and develop staff.
• Effective communication skills for interacting with vendors, team members, and internal departments.

Key Traits

• A proactive problem solver with the ability to improve operational processes.
• A strong leader who fosters teamwork and efficiency.
• Adaptable and responsive to evolving operational needs.

What’s In It for You?

• Competitive salary and industry-leading benefits
• Opportunities for professional growth and leadership development
• A chance to make a lasting impact on our members and the organization’s future

Legalese

Equal Opportunity Employer
UKFCU is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law.

At-Will Employment
Employment with UKFCU is deemed “at-will,” which means that either you or the company may terminate the employment relationship at any time, with or without cause or notice, unless otherwise provided by law.

Physical and Cognitive Demands
This role requires a blend of physical activity and mental focus to effectively perform its essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role. Key physical activities include sitting, standing, walking, and occasional lifting (up to 25 pounds). You’ll also use your hands for various tasks, reach with your arms, and engage in conversations. Vision requirements include the ability to focus, perceive depth, and distinguish colors. Cognitive abilities essential for this role include judgment, auditory perception, memory, reasoning, and occasional persuasion.

Work Environment
You’ll primarily work indoors in a comfortable, climate-controlled office setting. The noise level is typically moderate, ensuring a focused yet dynamic work environment. Reasonable accommodations will be provided as needed to support an inclusive workplace.

This job description provides a general overview of the responsibilities and expectations for this role. It is not a comprehensive list of tasks, and employees may be asked to take on additional duties to support team success.

Salary : $25 - $26