CENTRAL OFFICE MAIL SERVICES SUPERVISOR - 55000833

State of Florida

6d•Onsite

About The Position

You will supervise the Central Office Mail Center and Motor Pool, coordinating daily mail operations and statewide courier services. You will manage staff, oversee mail distribution and tracking, monitor the Mail Center budget, review invoices, and ensure compliance with contract requirements. You will also maintain mail processing equipment, support shipping system operations across the state, and handle hiring, training, and performance management for Mail Center personnel.

Requirements

Knowledge of United States Postal regulations and procedures.
Knowledge of shipping systems (couriers) and the applications for each of the major couriers with whom the State does business.
Knowledge of courier tracking systems.
Knowledge of personnel procedures.
Knowledge of MyFloridaMarketplace, Ariba, and other budget/procurement tools such as Florida accounting information resources.
Skills in operating a computer using Excel, Word and Quicken.
Ability to communicate effectively, verbally and in writing.
Ability to supervise employees.
Ability to manage a complex budget totaling nearly one million dollars.
Ability to organize.
Ability to be adaptable/flexible

Responsibilities

Supervise all Mail Center personnel and coordinate mail issues with District Personnel.
Plan daily work assignments and work objectives in the Central Office.
Ensure effective and efficient use of Mail Center personnel in order to meet required deadlines and objectives.
Evaluate assigned personnel using established criteria.
Oversee Statewide Mail Center operations including the supervision of Mail Center personnel in the collection, distribution and dispatch of mail in the Central Office.
Monitor statewide mail and shipping contracts as State Term Contracts for compliance by the districts and vendors.
Ensure accurate tracking of parcels in accordance with various contract documents.
Monitor the budget for the Central Office Mail Center (which includes courier services and contracts for the Department's eight District Offices).
Monitor the Mail Center expense budget which exceeds $700,000 annually and monitor and execute all encumbrance activities.
Develop and monitor an accounting system to track weekly expenses and reconcile expenses with the Department's Florida accounting information resource system.
Review and process the Department's mailing and shipping invoices for payment, including all District invoices for contract couriers.
Ensure that correct charges are applied to invoice and are in accordance with appropriate contract documents.
Supervise personnel assigned in the operation of the Central Office Motor Pool.
Review vehicle assignments generated by subordinates to ensure proper utilization and efficient use of resources.
Ensure proper documentation of vehicle usage and in accordance with established procedures.
Schedule vehicles for preventive maintenance and necessary repairs.
Maintain Mail Center processing equipment in optimal condition through maintenance service agreements as recommended by the manufacturer.
Ensure that maintenance is performed on equipment according to specifications.
Keep abreast of new technology as it relates to the Mail Center as well as the latest postal regulations and programs to reduce postal costs.
Coordinate the installation of parcel ship systems at over 80 Department locations statewide.
Monitor all Mail Center contracts, including State contracts, for possible changes and/or upgrades.
Assist in the development of new contracts as required.
Initiate the hiring process for new Mail Center employees and make recommendations for selection to Support Services managers.
Maintain adequate training for all Mail Center personnel on all hardware, software, and procedures used in the Mail Center.