Mailroom Specialist

POSITION SUMMARY

As the Mailroom Specialist, you are responsible for the day to day operations of the mailroom. This includes coordinating courier routes, maintaining the company vehicle schedule, scheduling bank vehicles for routine service, printing notices in Data Oceans, maintaining and responding to emails in the Mailroom Group email, and uploading Specialty Service and Facilities billing. The Mailroom Specialist will also assist the Facilities Manager and Facilities Coordinator on other assignments as needed. As a representative of the bank, you are required to present a positive and professional image at all times.

JOB REQUIREMENTS

• High school diploma or equivalent required
• Be at least 21 years of age required
• Good driving record as evidenced by an annual review of Moving Violations Record required
• Ability to work scheduled shift with the flexibility to fill in for other shifts as needed required

COMPETENCIES

• Ability to maintain a pre-set schedule with strict deadlines
• Possess excellent customer service skills and provide professional service to customers and bank employees
• Ability to communicate effectively with others
• Ability to take initiative and be accountable
• Ability to work quickly and efficiently
• Ability to be organized
• Be a team player
• Possess basic computer skills in Word, Excel and printing abilities

DUTIES AND RESPONSIBILITIES

• Submit all departmental billing in Ascend. Also send to the Imaging Department to become part of the permanent record. This includes FedEx, Office Depot, Taylor Brands, any car repairs, courier gas and mileage, car wash invoices, etc.
• Record mileage, gas and time in monthly Excel spreadsheets used for billing
• In partnership with the respective company administrator, add or remove employee access to the BOT FedEx, Office Depot, and Taylor Brands accounts as needed
• Ensure that all CD/IRA checks are documented and the spreadsheet is up to date. Mail checks to customers according to schedule
• Ensure the daily log for couriers is accurate and up to date for billing
• Ensure that all postage and reply mail cost is documented and allocated to the appropriate branch. Document BancTenn separately as needed
• Maintain Taylor Brands ticket inventory and ordering for all branches
• Maintain and respond to emails in the Mailroom Group email
• Coordinate and schedule daily courier routes
• Maintain schedule of company vehicles for requested trips
• Schedule company vehicles for routine mechanical service
• Ensure that all courier vehicles are in good condition and report any needed mechanical problems to Facilities Manager
• Run the 8:30a-10:30a or 3:00p-3:30p courier route daily and fill in on the other courier routes as needed
• Oversee sorting of incoming mail from BOT PO Box each day upon arrival by courier around 10:30 am each morning (average of 100 pieces of mail daily)
• Oversee bag packing for different courier runs throughout the day, as well as, the sorting of contents arriving back in the courier bags
• Maintain a knowledge of the delivery area and locate addresses for special pickups
• Keep track of any reported moving violations and ensure they are recorded within 10 business days
• Access electronic files in Data Oceans system and print notices or statements 2 times at 8am and 12:30pm averaging 150-300 daily. This includes notices and statements for Loan Operations, Deposit Operations and Collections.
• Print specialty notices, posters, flyers, and envelopes as requested
• Print statements and notices for customers as requested
• Utilize company shipping and mailing processes daily, including FedEx and USPS to make cost effective decisions and give guidance on which service to use
• Create shipping labels, pack boxes, and ship via the company’s FedEx account
• Run all machinery in the mailroom including HP printers, Pitney Bowes Inserter, Pitney Bowes folder, Pitney Bowes Mail Machine
• Print, stuff and mail 250-500 pieces of mail on average daily
• Pull electronically submitted supply orders for any location or department-deliver internally, stage for delivery by courier or prepare for FedEx shipping
• Help Facilities Manager and Facilities Coordinator with projects as needed
• Maintain compliance with regulations and bank policies and procedures, including the Bank Secrecy Act (BSA) and the Office of Foreign Assets Control (OFAC) requirements
• Actively support the ongoing development of a culturally diverse workforce
• Complete other duties as assigned as determined by management to be reasonable and beneficial

PHYSICAL REQUIREMENTS

This position operates mostly in a professional office environment. You will be stationary at a workstation, frequently operating a computer or other office machinery in order to complete your job functions. You will also be frequently traveling around the office delivering mail. While performing the duties of this job, the employee is regularly required to communicate with employees, managers, and vendors via phone, email, and in person. Must be able to accurately gather and process verbal, digital, and written information and properly inspect and prepare documents. Good manual dexterity is needed for the frequent use of common office equipment such as computers, calculators, copiers, telephones, as well as, specialty mailroom equipment. Occasional lifting up to 50lbs may be required. Daily travel is required to and from different branches or locations. Must be able to operate a company vehicle.