Print and Mail Services Coordinator

Apply now Job Number: 492936
Department: Print Services
Position Type: Staff Part-time
Categories: Auxiliary Services

Benefits Eligible?: Yes
Pay Classification: Non-Exempt (Bi-Weekly)
Month Worked Per Year: 12 Months
Hours per week: 20
Position FTE: .50
Pay Grade: Non-Exempt - Grade 8

Position Overview:

This position serves as a backup for the Print and Mail Services Coordinators providing office coverage depending on the daily needs of Mail and Print Services. Assists the Print Services and Mail Services Coordinators with achieving department goals, including the receipt, processing and distribution of print jobs and campus mail. The position also assists with providing the campus community with high volume, specialty printing services and daily mail services in a timely, efficient, and cost-effective manner.

Essential Job Functions - Responsibilities:

  • Customer Service: Provides customer service for Print and Mail Services transactions. Interactions may be in person, via phone, email, via PrintNet (Carleton’s internal print submission software), or via S.M.A.R.T. (Specialty software for processing mail)
    Print Projects: Examine all submitted copy and computer files during shift. Operate high speed networked copiers, printers, and specialty. Schedule work to ensure jobs are completed in timely and efficient manner. Assemble and finish projects in professional manner.
  • Mail Projects: Assist with the daily operations of the Campus Post Office in Sayles-Hill with annual volume of 200,000 pieces. Develop and maintain an expertise with USPS, UPS and FedEx regulations and options. Maintain College relationship with local USPS branch and promote College compliance to USPS policies and standards. Prepare outgoing mailings to maximize USPS automation mail rates.
  • Equipment, Software, and Supplies: Assist with maintenance of all Print and Mail Services equipment in operating condition. Collaborate with service technicians as necessary. Order printing and mailing supplies for projects and follow up to ensure timely delivery. Develop and maintain expertise with the print submission software (PrintNet) and the postal software (S.M.A.R.T). Assist customers with submissions using PrintNet software. Assist student employees with the S.M.A.R.T postage system. Perform weekly inventory of stock, supplies, and equipment.
  • Financial:
    • Daily – collect and reconcile cash and Schillers for all Print and Mail Services transactions (internal, external, and walk-ins). Maintain external customer accounts. Coordinate with the Business Office to facilitate invoicing of external Print and Mail Services customers.
    • Monthly - finalize internal print and mail charges and submit to Business Office before 10th of the month; reconcile external accounts; examine and document expenses charged to credit card; review Print Services budget for accuracy, and inform Supervisor of budget issues requiring attention.
  • Student staff management: Assist with the hiring, scheduling, and training for 25 to 35 student staff each term, as well as one to two students over breaks. Coordinate with other Campus Services units to assist with work priorities at different times of the year. Coordinate with Assistant Director regarding student staffing budget needs and utilization.

Describe Supervision Received and Exercised:

  • Supervision Exercised: This position assists with the hiring, supervision, and evaluation of student employees that supplement Print and Mail Services Staff.
  • Supervision received: The Assistant Director and Director of Campus Services are responsible for coordinating departmental priorities across units of Campus Services. This includes tasks and priorities in Print and Mail Services. Information and input provided to supervisor from the Print and Mail Services Coordinators is vital for effective operation of both Print Services and Mail Services.

Additional Responsibilities:

  • May be required to perform other job-related duties as assigned by Supervisor. All responsibilities and requirements may be subject to change over time.

Required Qualifications: 

  • High School degree
  • Valid driver’s license
  • ability to handle packages weighing in excess of 50 pounds verified by pre-employment physical exam (paid for by the College) are required.
  • Work experience must reflect a demonstrated customer service orientation; strong written and verbal communication skills; evidence of strong supervisory skills: an interest in mentoring and supervising student employees; demonstrated problem solving and decision-making skills; and competency with Windows-based business and computer applications.

Preferred Qualifications:

  • Computer proficiency with Adobe Reader, Illustrator, Acrobat, Photo Shop, and PrintNet is desirable. Mail industry experience and certification. A 4-year college degree.

Physical Requirements/Demands:

  • Must pass a pre-employment physical (Including but not limited to: the ability to stoop, kneel, crouch, crawl, reach, balance, stand, walk, push, pull, lift, finger, grasp, and the ability to push/ pull, lift/carry up to 55 pounds occasionally and 30 pounds frequently).

Special Instructions to Applicants:

NOTE: This job description is not intended to be all inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.

As per the Carleton Upward Mobility Program, priority consideration for internal applications will be given to those who apply by November 28, 2022. Pending the review of those internal applications, external applications will be considered at that time. External applications are welcome at any time.

Salary and Benefits:

This is a non-exempt level position. The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with college contribution, a generous paid time off, as well as access to many other campus amenities.

Carleton College is a AA/EEO employer. We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.

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