What are the responsibilities and job description for the Mail Services Manager position at University of Nebraska at Omaha?
GENERAL REQUISITION INFORMATION
EEO Statement:
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Job Title
Mail Services Manager
Job Grade
MM23S
Division
Business and Finance
College/Dept
Auxiliary Services
Department
Mail Services
Requisition Number
2025-00153
FTE (full-time equivalency)
100
Work Schedule
7:30 am-4:30 pm
Does the position provide the opportunity to work Remotely/Telecommuting?
No remote/telecommute opportunity
Appointment Term
12- 12/12 months
Is this position essential personnel according to the inclement weather policy?
No
Pay Information
$57,500-$65,000
Pay Schedule
Annually
FLSA Designation
Exempt
Position Summary
The Mail Services Manager oversees and manages all aspects of the mail services operations at the University of Nebraska at Omaha (UNO), ensuring the timely and efficient processing, distribution, and delivery of incoming and outgoing mail and packages across the Dodge and Scott campuses.
This position supervises mail services staff and oversees both the UNO service counter at the Eppley Administration Building and the shipping and receiving hub in the Milo Bail Student Center. In addition to operational oversight, the Mail Services Manager is responsible for financial management of mail services, including budget oversight, expense tracking, internal billing, vendor contracts and cost control initiatives. The manager ensures compliance with federal, state, and university postal regulations while identifying and implementing efficiencies to optimize service and reduce operational costs. This role also oversees the mail services fleet, ensuring vehicles remain operational and meet campus delivery needs.
Strong financial acumen, organizational skills, and customer service focus are essential to success in this role.
Strong financial acumen, organizational skills, and customer service focus are essential to success in this role.
Job Duties
Responsibility Area:
Mail Operations Management
Duties:
- Mail Processing & Distribution:
- Oversee daily mail processing, sorting, and distribution for the Dodge and Scott campuses.
- Supervise operations at the UNO service counter (Eppley Administration Building) and shipping & receiving hub (Milo Bail Student Center).
- Mail Handling & Compliance:
- Supervise the handling of incoming mail, intercampus mail, and special service deliveries (registered, insured, and certified mail).
- Serve as signature authority for controlled mail for all UNO personnel.
- Ensure compliance with federal, state, and university postal regulations.
- Sorting, Routing & Tracking:·
- Manage mail sorting, routing, and package tracking to ensure accurate and timely delivery. ·
- Assign mail carriers to appropriate delivery routes and supervise on-campus mail and package delivery. ·
- Oversee pickup of outgoing mail from department mailboxes and rooms.
- Coordinate the pickup and delivery of large or unusual mailings for departments to ensure timely and efficient handling.
- Research improperly labeled mailings, parcels, and packages, determining the appropriate department for forwarding or arranging a return.
- Ensure proper delivery or return to sender of misdirected mail.
- Equipment & Resource Management:·
- Maintain and manage mailing equipment and supplies, coordinating repairs and replacements as needed.
- Staff Training & Development:
- Provide ongoing training for mail carriers on campus routes, departmental numbering schemes, and best delivery practices.
- Assist in mail processing during peak workloads or employee absences.
- Regulatory Compliance & Industry Best Practices:·
- Stay up to date on USPS regulations and industry best practices.
- Complete USPS training as needed to ensure compliance with current mailing regulations.
Percentage Of Time
40
Essential Function:
Yes
Responsibility Area:
Staff Supervision and Training
Duties:
- Recruit, train, and supervise staff.
- Assign and monitor tasks to ensure efficient workflow.
- Process bi-weekly payroll information for Mail Services and Shipping & Receiving staff.
- Oversee staff scheduling and leave approvals, ensuring adequate coverage for operations.
- Conduct performance evaluations, provide feedback, and facilitate professional development opportunities.
Percentage Of Time
10
Essential Function:
Yes
Responsibility Area:
Financial Oversight
Duties:
- Manage the Mail Services budget, including expense tracking and forecasting.
- Assist with developing the department’s annual budget.
- Process billing and invoicing for both internal departments and external vendors.
- Review freight bills for accuracy and resolve any pricing discrepancies.
- Implement and oversee an accurate chargeback system, ensuring proper billing and reconciliation through UNO’s SAP accounting system.
- Maintain and balance the mail services cash drawer, including selling postage and processing payments through the University’s accounting system. Resolve any discrepancies.
- Responsible for department’s purchase card.
Percentage Of Time
10
Essential Function:
Yes
Responsibility Area:
Customer Service
Duties:
Serve as the primary point of contact for faculty, staff, and students regarding mail services.
- Provide postal and shipping guidance to campus departments, ensuring compliance with university policies.
- Assist customers with mail processing, postage calculations, and package tracking.
- Resolve customer concerns and address service-related issues promptly.
- Support campus-wide mailing initiatives, including bulk mailings, promotional materials, and administrative correspondence.
Percentage Of Time
15
Essential Function:
Yes
Responsibility Area:
Operational Planning and Development
Duties:
- Develop and implement operational procedures to improve efficiency, accuracy, and cost-effectiveness of mail services.
- Identify and recommend automation or technology solutions to streamline mail processing, tracking, and distribution.
- Monitor mail volume trends and service demand to optimize staffing levels and operational workflow.
- Maintain current knowledge of postal, common carrier, and airfreight regulations, including DOT shipping requirements for hazardous materials.
- Maintain accurate records of mail volumes, expenses, and performance metrics.
- Evaluate and negotiate contracts with external vendors, including courier services, mailing equipment providers, and supply vendors.
- Collaborate with campus departments to assess mailing needs and provide recommendations for efficient mailing practices.
Percentage Of Time
10
Essential Function:
Yes
Responsibility Area:
Fleet Management
Duties:
- Oversee and maintain the fleet vehicles used for mail services, ensuring they are in safe and operational condition.
- Coordinate regular vehicle inspections, maintenance, and repairs.
- Track mileage, fuel costs, and fleet usage data to optimize delivery routes and minimize costs.
Percentage Of Time
10
Essential Function:
Yes
Responsibility Area:
Other Duties
Duties:
As assigned by the Director of Auxiliary Services.
Percentage Of Time
5
Essential Function:
Yes
Required and Preferred Qualifications
Required Education
High school diploma or equivalent required; bachelor’s degree in business administration, logistics, or a related field preferred.
Required Experience
Minimum of four (4) years of experience in mailroom operations, logistics, or related fields. It is important to have knowledge with USPS meters and regulations.
Required License/Certification
Valid Driver’s License
Dangerous Goods/Dry Ice Certification required within 60 days of hire.
Dangerous Goods/Dry Ice Certification required within 60 days of hire.
Required Additional Qualifications:
NA
Preferred Education
NA
Preferred Experience
At least one (1) year of supervisory experience, preferably in a higher education environment.
Basic computer knowledge and/or data entry. Light truck operation experience.
Preferred License/Certification
NA
Preferred Additional Qualifications:
NA
Compliance Requirements
Credit Check
Yes
Motor Vehicle Licensing Validity Check
Yes
Pre-employment Physical Request and Assessment
Yes
Drug Screen
Yes
Salary : $57,500 - $65,000
