MAIL PROCESSOR SR

Location: Santa Cruz
Job ID: 62731
JOB POSTING
HOW TO APPLY
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INITIAL REVIEW DATE (IRD)
Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.
The IRD for this job is: 01-09-2024

ABOUT UC SANTA CRUZ
UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.
DEPARTMENT OVERVIEW
Copy, Mail, Receiving Services (CMRS) is a team within University Business Services, providing key operational and administrative support to all UCSC programs and departments including preparation, pickup, and delivery of incoming and outgoing domestic and international mail, handling of central campus receiving and surplus, and printing, copying and ID card services.
JOB SUMMARY
Under general supervision, this position is responsible for acting in a lead capacity to Mail Processors and performing the following core functions: unloading, receiving, putting away, picking, packing, staging, loading, delivering, and collecting mail and parcels, supply (office, lab, and janitorial) packages, and other materials entered from the USPS, commercial carriers, suppliers, and vendors. Incumbent also acts in a lead capacity performing Live Scan fingerprinting duties. In addition, the Senior Mail Processor may be assigned to other areas in Copy, Mail and Receiving Services at its various locations. The incumbent will establish and maintain good customer relationships and regularly interact with a wide range of customers (management, department managers and directors, research lab principal investigators, faculty, and staff) and provide timely and accurate information on a variety of issues. The incumbent must act in a lead capacity and think independently to make sound decisions and keep customers and stakeholders satisfied. Incumbent needs to be able to prioritize workload and delegate work effectively. It is imperative for incumbent to be highly organized, efficient, responsive to all inquiries, and professional in appearance and behavior.
APPOINTMENT INFORMATION
Budgeted Salary: $24.84 - $27.44/hour. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.
Benefits Level Eligibility: Full benefits
Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: SX, Service Unit
Job Code Classification:MAIL PROCESSOR SR (004822)
Travel: Never or Rarely
JOB DUTIES
30% - Live Scan Services

• Acts as a subject matter expert in the following Live Scan duties:
• Keep current on California Department of Justice [DOJ] and campus hiring requirements and
• Standards surrounding Live Scan Services
• Ensure campus compliance with the DOJ requirements.
• Enter candidate data into DOJ database.
• Conduct Live Scan process and transfer data after confirming candidate credentials (Social Security number and identity).
• Complete required documentation and verify billing information.

25% - Team Lead

• Act as a team lead in all aspects of Material Handling and Live Scan
  • Serve a as resource for the team to answer questions and resolve more complex issues.
  • Resolves customer complaints.
  • Account for sensitive items (like Pro-card, CTE cards and checks), obtain necessary signatures and contact customers when appropriate.
  • Perform record keeping activities, e.g. volume counts, inventory, time study, or other benchmark data and enter into electronic data entry forms (either Filemaker or Excel) or manually in log books.

20% - Material Handling

• Classify and process for same-day dispatch outgoing metered mail and parcels using high-speed metering equipment (both digital and mechanical) to imprint the correct postage; entering the billing information (franking) into the mail accounting system.
• Apply appropriate postal regulations to ensure mail is accepted, i.e., additional postage fees based on weight, shape, and service level (certified, insured, registered), and postal forms and postal codes (especially for international addresses) when required.
• Ensure that postage meters have sufficient postage, and that postage is accounted and recharged.
• Process parcels and documents for overnight transit either through common commercial carriers (express Mail, DHL, FedEx, or UPS) complete with appropriate forms for domestic and international shipments.
  Assist with general mail handling duties like:
• Wrap-up for specific mailstops verifying mail and parcel addresses correspond with the mailstop.
• Arrange bundled mail in the mail cart and/or vehicle according to designated sequence ensuring that parcels are nearby.
• Assist in loading of cages of boxes and mail carts/tubs into the delivery vehicles according to designated stops, i.e., load first items for the last stop and load last items for the first stop.
• Receive and secure material (cages of mail, pallets and carts of packages, and other small items) and check for exceptions (damages, shortages, invoice matching, etc.).
• Assist in unloading vehicles returning from deliveries, pick-ups, and/or moves.
• Log and stage received items in designated areas for further processing, i.e., Incoming Mail, Outgoing Mail, outgoing shipments (to other campus departments/loading docks), Storage, or Surplus.

15% - General Duties

• Greet and assist customers courteously, providing accurate information on USPS, FedEx, UPS and other carriers requirements as well as departmental procedures, polices, regulations and guidelines.
• Attend and participate in staff meetings and required University meetings and safety trainings.
• If assigned to external delivery run which requires driving, complete vehicle log sheet and fuel the vehicle.
• Provide backup to other parts of CMRS including inbound mail, copy center, copier program, ID card services, and the customer service desk.
• Provide backup for Bulk mail processing including preparing and processing of mail and necessary forms.

10% - Material Distribution

• Unload and organize all materials to keep the dock and staging areas clear and free.
• Keep items in the order of route key or by urgency. Account for all accountable items (those that require signatures) and obtain signature as needed.
• Examine packages for visible damage or leakage, particularly those labeled as hazardous. Items for delivery/collection may range from a single envelope to multiple boxes, which may require several trips to and from the loading dock or delivery vehicle.
• Within the allotted time frame deliver and collect mail according to the specific delivery sequence.
• Ensure that every piece of mail belongs to the mailstop.
• Inspect collected mail for quality, that it has a delivery address, and for outgoing mail that they have a franking number, a return address, and are in the appropriate envelope.
• Inspect collected packages for proper packaging and seal.
• Separate collected mail into four categories: campus mail, domestic mail metering, international mail, and special service/commercial carrier mail for accountable and expedited mail (and prepare using hand-held scanning device (if available) to scan barcode and/or enter appropriate information.
• Verify contents of merchandise being returned to vendor and assess if insurance is required.
• Within the allotted time frame distribute multiple packages of lab and office supplies, small equipment, and controlled substances, adhering to the protocol of each lab. Hazardous materials require special handling to be done in accord with rigid delivery standards.
• Secure legible signatures verifying identification and printing name and contact number on the manifest card.

REQUIRED QUALIFICATIONS

• Experience with US Postal regulations/procedures, and Domestic Mail Manual (DMM) requirements to process mailings.
• Experience operating and maintaining mailing equipment including basic maintenance, minor repairs, and trouble-shooting of equipment.
• Experience with cashiering and cash reconciling, with ability to accurately handle cash sums and/or stamp stocks.
• Experience and skill in the use of PC and Macintosh computers, and the use of database/spreadsheet, MS Word, and email systems/software.
• Ability to memorize the campus address schemes, routes, mail codes and mail stop locations.
• Ability to understand and follow generalized and specific work instructions, both oral and written.
• Organizational skills to prioritize work and function effectively under time pressure of deadlines with frequent interruptions.
• Ability to lead, support and enhance teamwork, and participate and contribute in team building programs.
• Ability to establish and maintain working relationships with people from a wide-variety of ethnic, socioeconomic, professional and educational backgrounds identifying customer needs and maintaining positive customer service philosophy.
• Ability to read, write, perform basic mathematical calculations
• Ability to drive one-ton vehicle, and minivan.

PREFERRED QUALIFICATIONS

• Extensive and detailed knowledge of up to date domestic and foreign rates, regulations, and procedures for delivery vendors such as US Postal Service, FedEx, UPS and foreign remailers (e.g. TNT, DHL etc.)
• Extensive experience and skill operating mailing machines, postage meters, and mail accounting systems, e.g., Pitney Bowes, Neopost, or MOS mail system, etc.
• Detailed experience with processing expedited (overnight delivery) documents using on-line systems and procedures such as FedEx's "Powership"or UPS "Campusship" system, etc.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Must possess a valid license to drive in the state of California.
• Must possess a valid license to drive in the state of California and be able to participate in the Department of Motor Vehicles (DMV) pull notice program.
• Must be bondable.
• May be required to be an official fingerprint roller for the State of California.
• Ability to perform essential physical job functions.
• Ability to work long periods of time in wilderness conditions and to travel to remote areas.
• Ability to perform work in a rugged physical environment and inclement weather with challenging infrastructure requirements.
• Ability to work in conditions of variable temperature/weather with possible exposure to strong, unpleasant odors, high levels of noise and vibrations, and exposure to dust and allergens.
• Ability to ascend/descend ladders with or without accommodation.
• Ability to sustain exposure to dusty, noisy environments and inclement weather as necessary to carry out assigned duties and responsibilities.
• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel within a defined regional or service area.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT
All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.
EEO/AA
The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=62731&PostingSeq=1
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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