State Mail Manager - 0P022

Virginia Information Technologies Agency•Richmond, VA

2d•Onsite

About The Position

The DGS Office of Business Services (OBS) seeks to hire a leader to serve as a State Mail Manager. The State Mail Manager leads the Commonwealth’s centralized mail operations in direct support of the mission of State Mail Services: to provide secure, reliable, and cost-effective mail services that strengthen government operations and enhance service to the public. Guided by our vision to deliver modern, efficient, and trusted mail services for every state agency, this role oversees the full lifecycle of inbound and outbound mail for agencies across the seat of state government. The position is responsible for establishing and managing all consolidated mail receiving and processing functions, maintaining operational control of the Commonwealth’s postal activity, and ensuring strong security practices throughout the process.

Requirements

Valid Virginia Driver’s License (or the ability to obtain within 60 days of employment)
Extensive knowledge of U.S. Postal Service regulations, policies, and operational standards, including requirements for handling sensitive and confidential mail.
Strong leadership experience, including staff supervision, coaching, performance metric tracking and management, and fostering a positive workplace culture.
Experience with billing, invoicing, and financial reconciliation, including understanding of budget management and cost-effectiveness for vendor evaluation and resource planning.
Experience with evaluating operational data, identifying inefficiencies, and implementing continuous improvement strategies.
Knowledge of Continuity of Operations (COOP) requirements and the ability to maintain essential mail services during emergencies or disruptions.
Commitment to ethical conduct and confidentiality, and proficiency in evaluating and implementing mail security protocols, including risk assessment, safety standards, and compliance with state and federal requirements.
Strong organizational skills and the ability to manage day-to-day operations of a complex postal environment, including workflow oversight, resource allocation, and operational problem-solving.
Demonstrated interpersonal and customer service skills with the ability to collaborate effectively with approximately 90 state agencies, vendors, and stakeholders.
Excellent oral and written communication skills, including the ability to prepare clear reports, operational guidance, and professional correspondence.
Technological proficiency, including familiarity with mail automation systems, tracking/scanning tools, Pitney Bowes software, reporting dashboards, and emerging postal technologies.

Nice To Haves

Experience managing large-scale or centralized mail operations within a government or high-volume service environment.
Knowledge of state government operations, procurement practices, or agency service delivery models.
Experience coordinating Continuity of Operations Plans (COOP) or maintaining essential services during emergencies or disruptions.
Experience managing budgets, monitoring expenditures, and ensuring cost-effective use of operational resources.
Experience analyzing operational data, developing performance metrics, and preparing executive-level reports or briefings.
Experience developing Standard Operating Procedures (SOPs), training materials, and staff development programs.
Experience managing fleet operations or overseeing maintenance and safe use of mail vehicles and postal-related equipment.
Experience with safety standards, workplace security practices, and risk mitigation strategies relevant to mail operations.

Responsibilities

Short- and long-term planning, analyzing and improving workflow, organizing distribution operations, and supervising State Mail Services personnel. Ensures timely and accurate processing of all inbound and outbound mail.
Contributes to the development and implementation of Continuity of Operations (COOP) plans, ensuring uninterrupted mail and postal services during emergencies or other disruptions.
Oversees the maintenance of all mail vehicles and postal-related equipment, coordinates scheduling, and ensures full compliance with federal postal regulations, state policies, and internal procedures.
Process all postage invoices accurately and in accordance with established billing procedures, ensuring transparency and consistency for customer agencies.
Serves as the primary point of coordination for customer agencies, resolving postal, interoffice, and distribution issues to maintain prescribed service levels and a high standard of customer satisfaction.
Provides compliance oversight, training, and practical guidance to vendors, customers, management, and mail room staff on mail regulations and applicable state policies and procedures.

Benefits

Excellent health benefits at affordable pricing
Pre-tax spending accounts
Paid life insurance
Paid Short- and Long-Term Disability benefits
Paid holidays
Vacation
Other leave benefits
Wellness programs
State retirement plan with options for tax-deferred retirement savings including employer matching
Qualifying employer for the Public Service Loan Forgiveness Program