Job Details

Job Title: Mail Room Supervisor (Site Coordinator)

Department: Mail, Distribution, and Fulfillment Services

Reports to: Account Operations Manager

Location: Mobile County Public School System, Central Mail Facility (1 Magnum Pass)

Work Schedule: Monday – Friday, 6:00 AM to 4:00 PM (with flexibility as needed)

Job Summary:

The Mail Room Supervisor (Site Coordinator) is responsible for the complete management and daily oversight of the Mobile County Public School System's mail, distribution, and fulfillment operation. This role ensures the timely and accurate processing of all mail and packages, manages the Mail Room Staff / Courier team, ensures all equipment is operational, and serves as the primary on-site point of contact for the client. The supervisor is accountable for meeting all contractual service levels for mail services.

Key Responsibilities:

• Team Management & Supervision:
• Supervise and direct the daily activities of the Mail Room Staff / Courier team (minimum 4 staff members)1.
• Create and manage staff schedules to ensure coverage for all routes and processing duties, including operations from 6:00 AM to 4:00 PM2.
• Train new and existing staff on proper mail handling, equipment operation (postage meter, inserter, scanners), and safety procedures.
• Monitor staff performance to ensure adherence to timeliness (95%) and accuracy (95%) standards3333.
• Address and resolve any employee performance issues or client complaints.

• Operational Oversight:
• Oversee the sorting, processing, and distribution of all incoming and outgoing mail and packages4444.
• Ensure the daily completion of all 3 external routes (110 stops) and the internal Central Office route55.
• Manage and track all inbound packages using the PacTrac system, ensuring signatures are obtained.
• Serve as the first point of contact for all client problem resolution regarding mail services.
• Manage and procure outside service bureaus or presort bureaus as required.

• Equipment & Vehicle Management:
• Ensure all mailroom equipment (Pitney Bowes postage meter, folder inserter, PacTrac scanners) is operational.
• Coordinate and manage the maintenance scheduling for all Pitney Bowes equipment
• Oversee the fleet of 5 Xerox-provided delivery vans, coordinating all necessary vehicle procurement, maintenance, and insurance

• Reporting & Compliance:
• Generate and provide monthly activity reports on service accuracy and timeliness to the client
• Maintain the PacTrac database for package tracking and auditing.
• Ensure all staff comply with Xerox uniform, safety, and FERPA (student confidentiality) policies
• Verify that all new and existing employees have passed the required criminal background checks

Qualifications:

• Previous experience in a supervisory or leadership role, preferably in a mailroom or logistics environment.
• (Inferred) Must possess a valid driver's license.
• Must be able to pass a fingerprint-based criminal history background check.
• Proficient with mailroom technology, including postage meters, inserters, and package tracking systems (PacTrac preferred)
• Strong organizational and problem-solving skills, with the ability to manage multiple routes and schedules simultaneously.
• Excellent communication skills for interfacing with the client and managing staff.
• Ability to meet and report on contractual performance standards.