Mailroom & Copy Center Coordinator

At VyStar, we offer competitive pay, an excellent benefit package that includes a 401(k) Plan, an extensive paid technical and on-the-job training program, and tuition reimbursement--available to all full and part time employees. Part time positions start at a minimum of 30 hours per week.

We encourage you to become a part of VyStar Credit Union's family of employees.

Mailroom & Copy Center CoordinatorACCOUNTABILITY STATEMENT

Mailroom & Copy Center Coordinator assists in preparing outgoing U.S. mail for delivery to the post office in accordance with postal regulations. Responsible for communication with the U.S. postal service and other postal companies, ensuring that VyStar is apprised of any postal regulations or operational changes and their impact on VyStar. Responsible for communication with all associated Mailroom & Copt Center vendors to ensure all aspects of success from supplies, service & production.

Maintains and takes action when mailroom and copy Center supplies or equipment service is needed and manages all supplies needed for such equipment. Cares for the Secure Copy Center letter folders with related files on the drive and ensures all folders are verified printed and archived for audit. Ensures Functions of desktop procedures and QA of all metered mail aggregated through the Copy Center. Must be able to work and understand all aspects of Mailroom & Printshop automation and associated equipment, software, and standards. Takes an active role in operations and planning of the Mailroom and Copy Center. Takes an active role in planning and fulfillment of in-house and outsourced printing of organization documents. Works with business units and third-party vendors to ensure print jobs and documents are fulfilled to regulatory standards. Understand the industry standards for data governance of organization and Member data.

They assist in the planning & organizing of transportation of Credit Union material, inter-departmental correspondence, packages, supplies, and equipment in a timely manner between Credit Union facilities and assist in the processing of company mail and inter-office correspondence, as needed. Responsible for the procurement and stocking of Credit Union forms, envelopes, brochures, and various other printed documents and certain equipment used throughout VyStar. Requirements include a Florida Driver's License with safe driving history for a minimum of two years.

ESSENTIAL JOB FUNCTIONS

• This person will be knowledgeable of the equipment in the Mailroom and Copy Center while understanding the daily deliveries and operations of USPS, FedEx & UPS. Maintains vendor relationships.
• Experience in print and postal operations
• Sorts and distributes inter-departmental correspondence mail, packages and supplies between Credit Union facilities and business units.
• Makes sure all trackable USPS, UPS and FedEx is accounted for, using the package delivery system & software. Ensures all package delivery reports are reconciled daily for accountability. Must manage, research and answer any inquiries regarding inbound & outbound packages. Maintains vendor relationships.
• Delivers mail and sweeps throughout downtown campus - for all mail and packages.
• Performs shipping and receiving functions and conducts periodic inventory control audits. Is responsible for entering or retrieving information from computerized programs and systems.
• Is responsible for delivering requested items to business units or branches delivered from suppliers. All items delivered for internal credit union supplies shall be unpacked, stowed away on shelving in an organized manner.
• Ensures the quantity of supplies received for Purchasing and Facilities agrees with the quantity ordered.
• Helps maintain proper levels inventory of supplies internally and with third-party fulfillment vendors.
• Assist in Maintaining the loading and delivery areas. Ensures inventories stored in basement storage are in a neat and organized fashion. Stocks, shelves and catalogues, materials, equipment and supplies in Basement Storage, Mailroom & Copy Center.
• Oversees with printing queued jobs in remote print center located in mail room. This consists of printing, folding, quality assurance, stuffing and postage applied for multiple departmental letters.
• Assists in maintaining vendor relationships to ensure mailroom equipment is always maintained and operational in a cost-effective manner. Places service calls as needed with vendors for any service required for mail room equipment, to ensure it is in proper working order. DEX equipment - Maintain equipment operations and managing all service requests. This includes ordering toner for the equipment.
• Operate under established desk procedures, and automation to manage print production for all files in Print Shop folder, Develop and maintain a comprehensive spreadsheet for tracking and audit purposes.
• Contact IT or Sender on print files not proofed properly or have defects prior to printing to ensure a high level of Quality, accuracy, and member satisfaction.
• Monitor print job requests and job status; plan and ensure appropriate workflow; ensure efficiency and highest quality in completing every job.*
• Must have experience working in a Mailroom and Copy Center with knowledge and experience in file management, file transmission and print automation.
• Respond to any group emails if topic is under your jurisdiction
• Develop desk procedures for your jurisdictions. Maintain and update as needed.
• Demonstrate strong organization skills, analytical abilities, and attention to detail
• Ability to identify and solve problems effectively; ability to interpret and apply policies and procedures
• Expected to effectively work together to meet the needs of the department and the organization through work behavior demonstrating VyStar Excellence. All employees are expected to lead by example and demonstrate the highest levels of ethics.
• Establish and maintain positive customer relationships; provide exemplary customer service, including practical and quick resolution of customer issues; ensure the highest level of service and care for customers.
• Cross trained with the duties & responsibility of performing Duties or all positions in the Mailroom & Copy Center. Must be proficient to cover other positions in the Mailroom and Copy Center daily or in any absence.
• Performs other duties as assigned.

Demonstrate the following VyStar Excellence behaviors in performing job duties and responsibilities.

• Focus:Focus your full attention by carefully listening to and observing your clients or member.
• Connect:Consistently be friendly and approachable. Demonstrate you care.
• Understand:Listen empathetically and ask questions (70% to 30%).
• Counsel - Recommend solutions based on your client's or member's needs and objectives.
• Advance:Ensure that members' or clients' expectations were exceeded. Verify necessary follow-up actions were completed.
• Advance - Ensure that member's or client's expectations were exceeded. Verify necessary follow-up actions were completed.

Knowledge and Skills

EXPERIENCE

A minimum two years' experience in a mail room & Copy Center environment or related field is required. Assuming the above prior experience, an incumbent selected for this position would need three to six months to be proficient in the job. Incumbent must have a mechanical aptitude to operate all mail room equipment efficiently. Personal Computer skills (Microsoft Word, Excel and Outlook) are required. Experience with light materials handling equipment is preferred; hand trucks, dollies, pallet jacks, carts and tote boxes/trays. Experience with Package delivery systems, inventory, supply, requisition and abilities to work or learn the skillsets on copiers, inserters and copy center equipment. The incumbent must have a valid Florida Driver's License with a safe driving history for a minimum of two consecutive years. Experience with delivery systems and vehicles are preferred.

EDUCATION/CERTIFICATIONS/LICENSES

The minimum formal education for a person assigned to this job is a high school diploma or equivalent. Computer experience is required.

ADA Requirements

PHYSICAL REQUIREMENTS

Is able to bend, sit, and stand in order to perform primarily sedentary work with limited physical exertion and occasional lifting of up to 60 lbs. Must be capable of climbing / descending stairs in an emergency situation. Must be able to operate routine office equipment including computer terminals and keyboards, telephones, copiers, facsimiles, and calculators. Flexibility and the ability to safely/properly work overhead and place/retrieve loads from various shelving configurations. Must be able to routinely perform work on computer for an average of 6-8 hours per day, when necessary. Must be able to work extended hours or travel off site whenever required or requested by management. Must be capable of regular, reliable and timely attendance.

DISCLAIMERS AND WORK ENVIRONMENT

Nothing in this position description is an implied contract for employment. The position description is intended to be an accurate account of the essential functions. The functions are not all encompassing and are subject to change at any time by management.

The work environment characteristics described are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

As required or requested, may exert up to 60 pounds of force occasionally and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.

VyStar Credit Union is not seeking outside assistance or accepting unsolicited resumes from staffing agencies or search firms for employment or contractor opportunities. Any resumes submitted by an outside vendor to any employee at VyStar via e-mail, internet, or directly to hiring managers without a valid written search agreement with the Talent Acquisition / HR department will be deemed the sole property of VyStar Credit Union.

No placement fee will be paid if a candidate is hired as a result of the referral, or through other means.

Thank you for your inquiry regarding our current job opening. Your resume will be carefully reviewed against the position requirements. Should your experience and skills match, you will be contacted by one of our Human Resources department staff members.

Thank you again for your interest in this position!

VyStar Credit Union Human Resources