Mailroom & Support Services Supervisor

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.

ESSENTIAL JOB FUNCTIONS:

• Provide supervision, direction, and training to the Mailroom staff and monitor performance.
• Service Channel database monitoring; oversee, validate, and randomly audit supply requests for accuracy.
• Develop and implement an enhanced tracking process for check and balance as well as tracking for the ordering, replenishment, and invoice reconciliation for all items ordered to support the mail room functions.
• Randomly audit sorted mail to ensure accuracy. This includes inbound, outbound, priority, and interoffice
• Coach employees for performance improvements, and personal development and ensures their schedule & adherence.
• Works to create a positive work environment to promote team synergy & conflict resolution
• Prepares and administers disciplinary write-ups as needed
• Encourages and supports employees to exercise decision-making authority that is given to them by encouraging them to make good judgments and decisions.
• Oversee schedule daily work and resolve conflicting departmental priorities
• Manage scheduling of staff and enforce scheduling changes when needed due to business needs and scheduled time off
• Maintain the inventory of externally created materials (proprietary print items, envelopes, etc.) and other supplies, and coordinate the reordering of the same
• Prepare and distribute all scheduled and requested departmental reports
• Maintain records of postage and piece counts for all outgoing mail, including Audit Reporting on Regulatory Document production.
• USPS liaison and administrator for all postage matters
• Primary POC and approval in security access to Print Shop & Regulatory Document reports on S-Drive
• Adhere to privacy and confidential and proprietary company policies and procedures (i.e. Compliance and regulation documents and mailings)
• Participate in any/all training and educational activities necessary to fulfill at least the minimum requirements, as specified within your departmental goals. Monitor completion of all staff required training to ensure satisfactory and timely completion
• Diligently monitor and maintain the cleanliness of all equipment, workstations, and the overall mail room, receiving, shipping & warehousing areas on a daily basis to ensure it is organized and clutter-free
• Primary liaison and acts as POC to foster and manage multiple vendor relationships for print, courier, and pre-sort. Assist with the development and execution of RFPs for such services when contracts are due for renewal.
• Interfaces with various department managers and team members to plan and prioritize purchasing needs and schedules and conduct meeting accordingly
• Reviews requests, create requisitions for items, and manages approval process.
• Confers with vendors to obtain product or service information such as price, availability, and delivery schedule. Effectively communicate to requestors as needed
• Transmits and prioritizes approved purchase orders and supporting documents to suppliers.
• Tracks/forecasts order acknowledgment and provides visibility of potential interruptions to internal customers.
• Tracks orders and confirms lead times, delivery dates, and costs. Assist in resolving reception and invoice discrepancies
• Reviews, updates, and maintains purchases through completion.
• Ensures orders adhere to supplier agreements, quotes/proposals, and contracts, reports non-conformance.
• Identifies opportunities and implements actions to achieve efficiencies.
• Interfaces with all departments and resolves problems and issues as necessary.
• Monthly reconciliations of multiple vendor accounts. This includes the preparation of documentation for approval by management, knowledge of general ledger accounts, management of required receipts and documentation, and the ability to submit prior to accounting deadlines and account/payment due dates.
• Assist with Construction and Facilities Teams on new branch or remodel purchases including signage, supply kits, or other miscellaneous needs
• Acts as a liaison between vendors and various departments/branches as needed to contact service vendors and manage needed actions, Contacts vendors with discrepancies with quantity and quality.
• Handling issues that arise concerning outstanding invoices, including working with outside suppliers and internal managers to research and resolve discrepancies or errors on invoices
• Accumulates data regarding the specifications and requirements necessary for service, supply, and special project contracts. Maintains source documents, bid responses, and other pertinent files.
• Regularly interacts with back-office support departments and branch staff on multiple support levels. Prompt, professional, and courteous responses are required.
• Ability to research and navigate internal and external resources to obtain required information for job completion including missing receipts, delivery issues, GL information, missing items, or delivery issues, and the ability to successfully manage any required returns with the necessary follow-up.
• Demonstrates each of the following VyStar Excellence behaviors in performing the duties and responsibilities of their job.

O FocusFocus your full attention by carefully listening to and observing your client or member.

O ConnectConsistently is friendly and approachable. Demonstrate you care.

O Understand Listen empathetically and ask questions. (70%/30%)

O CounselRecommend solutions based on your client's or member's needs and objectives.

O AdvanceEnsure that member's expectations were exceeded.

Essential Responsibilities related to Physical Demands/Work Environment:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. While performing the duties of this job, the associate is required to stand, use hands and fingers to handle, feel, pick or pinch, and talk or hear most of the time. The associate is occasionally required to stand, walk, and reach with hands and arms. The associate must frequently lift and/or move up to 50 pounds. Ability and willingness to travel as required. Other duties as assigned.

JOB QUALIFICATIONS

Experience

• A minimum of three years experience in a position of Mailroom, Print Shop & Logistics functions in a corporate/fulfillment environment. Financial institution experience is preferred.
• A minimum four years experience in leadership or supervisory position, training, and administering performance reviews is preferred.
• Work experience equal to four years of supervisory and/or related job Experience.
• A minimum of four years of experience in a high-paced professional office/fulfillment environment is required.
• A minimum of Three years with contracts, purchasing, and fulfillment is preferred.
• Proficiency with Microsoft Office programs in using Excel, Word, and Outlook, and database programs are required.
• A minimum of Three years of experience in working with vendors is required.

Education

• Associates degree or greater in business or related discipline, and/or related job Experience

Skills

• A high level of interpersonal skills and social sensitivity are required. The candidate encounters employees on all levels of the organization. The candidate is a resource to the organization and must be an effective listener and communicator. The candidate must set an example in attitude, behavior, and work ethic.
• Incumbent works independently with minimal direct supervision. Must have the ability to rely on experience and judgment to plan and accomplish various goals and objectives and meet structured timelines.
• Incumbent must be able to perform a variety of complex tasks in a timely and efficient manner.
• Job requirements include high problem-solving skills and exceptional verbal and written skills.
• Must demonstrate a high degree of initiative, and ability to multi-task with strong planning skills; must be able to work independently and be a self-starter. Must be efficient in both strategic as well as tactical skills for daily operations and long-term goal planning and execution
• The ability to multitask and maintain patience to deal with interruptions while maintaining focus to avoid mistakes.
• Typing skills are required.

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 essential functions.

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