Mailing Services Specialist

Amherst College•Amherst, NY

About The Position

Amherst College is hiring a full-time, year-round Mailing Services Specialist. The role processes departmental bulk and outgoing mail, optimizes mailings for USPS presort and automation discounts, maintains postal compliance, and consults with departments on mail specifications and timing. It also tracks postal usage, reconciles accounts, manages permit funds, and prepares chargeback reports. The specialist supports print-shop finishing and production as needed, including binding, cutting, scoring, banner and signage finishing, and operating mailing and post-press equipment. Core duties include importing and verifying address lists, printing addresses, folding, inserting, tabbing, metering, and allocating postage charges. The position prioritizes time-sensitive work, generally completing it the same day or next day, with an exception for bulk mailings of more than 4,000 pieces. The role also handles sensitive Advancement mailings, trains staff and casual employees on equipment and software, applies USPS regulations, processes address updates through NCOA, prepares electronic USPS paperwork, and operates and maintains mailing-center equipment. Other duties include managing postage and permit balances, processing UPS packages for same-day pickup, assisting customers with domestic and foreign mailing questions, preparing documentation for foreign packages, liaising with the US Post Office, and assisting with other departmental work as needed.

Requirements

High school diploma or equivalent.
Specialized skill training or certification in lieu of minimum education and related experience; Mail Design Professional Certification or 3–5 years of experience.
Mail Design Professional Certification or the ability to acquire it within 6 months.
Demonstrated administrative abilities, including effective use of Google and Microsoft Suite products.
Ability to use print-shop software to initiate customer billing.
Successful completion of required reference and background checks.
Acceptable criminal offender records information (CORI) check.
Successful completion of a pre-employment physical and lift test.
Valid driver's license and ability to be credentialed to drive College vehicles.

Nice To Haves

Preferred 1–3 years of experience.

Responsibilities

Process, prepare, and verify departmental outgoing bulk mailings to obtain applicable USPS presort and automation discounts.
Use Bulk Mailer Pro for address verification, NCOA updates, deduplication, CASS certification, and presort tray and sack tags.
Manage digital workflows using Quadient SMART software and operate multi-carrier Quadient postage meters.
Maintain knowledge of USPS regulations, non-profit eligibility, move-update standards, and postal rates; liaise with USPS postmasters and Business Mail Entry Units.
Consult with departments on print specifications, mail-piece design, folding and inserting standards, and timing.
Track postal usage, reconcile campus postal accounts, replenish permits, and prepare monthly financial chargeback reports.
Import address lists into specialized software and print addresses onto mailpieces using a Rena XT30 Ink Jet Printer.
Fold, insert, tab, and meter mail; assign charges to the correct general ledger account and prioritize time-sensitive work.
Complete specialized Advancement mailings by matching contributor slips with personalized letters and ensuring accuracy for sensitive giving information.
Train department staff and casual employees to use mailing equipment and software, emphasizing accurate importing, exporting, metering, and inserting.
Run addresses through the NCOA database and return address changes to customers for list updates.
Apply the new IBM barcode to presorted mail and send electronic paperwork to USPS.
Operate mailing-center equipment, monitor performance, and request service when problems cannot be fixed in-house.
Manage postage-meter accounts and transactions, create reports, add accounts as needed, and electronically replenish meter funds.
Maintain sufficient funds for Permit 44 at the USPS post office to support timely bulk mailings.
Process UPS packages sent to the department for pickup, ensuring same-day service.
Assist customers with mailing questions and requests, including foreign-mail regulations, and prepare required documentation for foreign packages.
Perform print-shop finishing and overflow support, including copying, collating, binding, banner trimming, grommeting, and poster mounting.
Assist with print-shop production, including digital press operation, quality checks, paper inventory, and staging completed orders for delivery or mail insertion.