Careers

POSITION TITLE: Specialized Mailroom Assistant

AGENCY: University of Massachusetts Dartmouth

APPROPRIATION OR AGENCY CODE: 7310-0000

SALARY: Grade 19

DIVISION: Administration & Facilities

DEPARTMENT: Mailroom

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES: The Specialized Mailroom Assistant serves as a key administrative and technical resource responsible for the daily operations and continuous improvement of the university’s Mailroom services. This position blends high-level operational support with hands-on technical responsibilities, ensuring secure, timely, and customer-focused mail and package services across campus. The role involves maintaining and troubleshooting hardware and software systems, coordinating logistics, evaluating processes, and implementing operational improvements to enhance service delivery. The incumbent acts as the primary point of contact for mailroom-related technologies and inquiries, working closely with vendors, campus departments, and students. They provide training and guidance to student employees and staff, oversee workflow, and monitor compliance with established standards. This position requires sound judgment, attention to detail, and the ability to maintain confidentiality while supervising assigned staff and responding to evolving operational needs in a service-oriented environment.

SUPERVISION RECEIVED: Receive general supervision from the department head who provides policy guidance, assigns work and reviews performance through reports and conferences for effectiveness and conformance to agency policy and procedures

DIRECT REPORTING STAFF: Exercise direct supervision (i.e., not through an intermediate level supervisor) over, assign work to and review the performance of 10-25 student employees and functional supervision of other employees in the Mail and Package Center

THEIR STAFF: None

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience. *

II. A graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience. *

III. A Bachelor’s degree or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience. *

* Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Recommends expansion or revision of Mailroom operations by evaluating the performance of operating systems and hardware
• Monitors activities pertaining to package handling and delivery to ensure that packages and mail are accounted for, secure, and delivered in a timely fashion and ensure compliance with established standards
• Performs and/or oversees all functions pertaining to the package handling system (Arrival Tracking System and Parcel Locker System) including but not limited to accepting incoming packages from external mail and package carriers (e.g., USPS, UPS, Fed Ex, DHL), performing mail and/or package intake, organizing and securing mail and/or packages, coordinating the return of unclaimed mail and/or packages, and maintaining paper or electronic records, etc.
• Collaborates with management in the development and maintenance of operational policies and procedures and coordinates activities to maintain operational efficiency
• Ensures that Mailroom equipment remains in good operating condition by performing and scheduling preventive maintenance
• Serves as the main point of contact for the campus related to hardware and software used for Mailroom services, including but not limited to, access management and training
• Maintains hardware and software used for Mail and Package Center services (i.e., parcel tracking systems, electronic lockers and notification platforms, label printers, etc.) including, but not limited to, performing updates and adjustments, setting up and initializing new hardware, troubleshooting system issues, clearing errors, making hardware/software corrections and working with vendors to service or update hardware and software, and configuring automated system notifications
• Serves as liaison to vendors for Mailroom equipment regarding maintenance, repairs and/or replacement equipment, service contracts, and assesses and makes recommendations for equipment needs
• Serves as a back-up for various Mailroom functions such as processing in-bound and out-bound mail, operating and maintaining automated postage equipment, maintaining logs, performing accounting functions, performing reconciliations, cleaning equipment, etc.
• Evaluates hardware and software used for Mailroom services, makes purchase recommendations, and coordinates the acquisition of hardware, software, and computer services
• Performs high level operational support functions and coordinates office activities and meetings
• Prepares, reviews, and analyzes reports and data regarding Mail and Package Center functions and finances to improve operational methods, revise procedures and/or to provide information
• Maintains excellent customer service in execution of all duties
• Attends or conducts meetings, as needed
• Provides input for the development of the office’s annual budget, monitors expenditures, and maintains associated financial records related to assigned duties and operations to ensure availability of funds and budgetary compliance

Staff Coordination

• Performs all staffing functions pertaining to student workers in the Mail and Package Center, including but not limited to recruiting, hiring, scheduling, managing time and attendance, training, evaluating, supervising, etc.
• Provides training, guidance and functional supervision to assigned employees
• Performs other job-related duties and responsibilities that may be assigned

QUALIFICATIONS REQUIRED AT HIRE:

• Knowledge of the methods used in the preparation of charts, graphs and tables
• Knowledge of the methods of general report writing
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities
• Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations
• Ability to gather information by examining records and documents and by questioning individuals
• Ability to assemble items of information in accordance with established procedures
• Ability to determine proper format and procedure for assembling items of information
• Ability to maintain accurate records
• Ability to prepare and use charts, graphs and tables
• Ability to prepare general reports
• Ability to write concisely, to express thoughts clearly, and to develop ideas in logical sequence
• Ability to follow written and oral instructions
• Ability to give written and oral instructions in a precise, understandable manner
• Ability to communicate effectively in oral expression
• Ability to establish rapport with others
• Ability to establish and maintain harmonious working relationships with others
• Ability to deal tactful1y with others
• Ability to adjust to varying or changing situations to meet emergency or changing program requirements
• Ability to exercise sound judgment
• Ability to exercise discretion in handling confidential information

QUALIFICATIONS ACQUIRED ON JOB:

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities
• Knowledge of the organizational structure and functions of the assigned agency
• Knowledge of the proper procedures for making and receiving agency telephone calls
• Knowledge of the types and uses of agency forms
• Knowledge of the laws, rules and regulations governing the state personnel system
• Knowledge of state budgetary procedures relating to positions, salaries and personnel practices
• Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration
• Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment
• Knowledge of state accounting and budgetary procedures including terminology
• Knowledge of the principles, practices and techniques of supervision.

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED:  No  

SALARY: $67,536 - $95,967

HOURS:  M-F 8:30 am - 4:30 pm

GRADE: 19

UNION:  AFSCME 

UMass Dartmouth offers exciting benefits such as:

• 75% Employer-Paid Health Insurance
• Flexible Spending Accounts
• Life Insurance
• Long Term Disability
• State Pension Retirement Plan
• Optional Retirement Savings Plans
• Tuition Credit (Employee, Spouse, & Dependents)
• Twelve (12) paid holidays
• Paid personal, vacation, and sick time
• And More!

Benefits for AFSCME Union- AFSCME

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship is not available.

To apply please submit a letter of interest, a current resume and the contact information for three professional references.

The deadline for internal applicants is November 3, 2025.

The review of internal and external applications will be ongoing until the position is filled.

The projected start date for this position is after January 1, 2026.