Mail Services Manager Details

Mail Services Manager

Montana State University - Bozeman, MT

Employment Type : Full-Time

Mail Services provides the University and outlying community with reliable, customer-focused and cost-effective service. Central Mail provides daily mail delivery and pick-up service to over 130 departments on campus; processes all outbound departmental mail; provides departments with deeply discounted mailing options via our Bulk Mailroom; and offers all USPS services at our Contract Station (Post Office). In addition, MSU operates a passport service, issuing and renewing passports for the US Department of State.
Duties and Responsibilities

• Human Resource Management: Responsible for personnel recruitment, training and overall supervision of departmental staff.
• University Operations: Responsible for working with unit supervisors to establish mailing standards, as well as pick-up and delivery schedules. Responsible for overseeing central and bulk mail processing and metering; developing related policies and procedures; interpreting rules and regulations; recommending departmental policy; serving as a major resource in the creation of University guidelines, correspondence and other documents related to postal issues; providing campus education; and facilitating communication among campus constituents.
• University Operations: Responsible for examining internal processes for mail delivery, identifying potential areas of improvement, and developing business plans to support the recommendations.
• USPS: Responsible for fulfilling the contractual obligations of the Contract Station (University Post Office) and serving as the University Post Master; providing pertinent information to Facilities Services regarding contract renewals and/or re-negotiations; resolving customer complaints and mail tracking; staying abreast of new or revised services, options, regulations, policies and procedures; and educating staff and incorporating changes into daily procedures. Acts as the direct liaison between the USPS and the University.
• Fiscal Management: responsible for fiscal management by providing information to the Facilities Services for budget planning, monitoring and analysis; authorizing budget expenditures; overseeing the department’s monthly billing process; and handling the accounting of USPS Contract Station revenues and associated audits.
• Passports: Oversees passport office. Responsible for contract obligations of the office with US Department of States.

Required Qualifications – Experience, Education, Knowledge & Skills

• High school diploma, GED or HiSet, plus two years’ experience working in a mail service unit, or an equivalent combination of education and experience.

• Demonstrated knowledge of post office operations, including postal equipment and postal regulations.

• Demonstrated experience utilizing at least a basic understanding of accounting principles.

• Demonstrated successful supervisory experience.

• Demonstrated customer service and relationship management skills.

• Demonstrated proficiency with Microsoft Office Suite (Access, Excel, Word, PowerPoint).

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Demonstrated knowledge of passport operations.

• Ability to become a passport agent in accordance with the guidelines provided by the US Department of State.

• Demonstrated ability in developing a business plan or case study to support recommended changes to an Organization’s processes.

The Successful Candidate Will

• Consistently exercise initiative and good judgment.
• Effectively and safely operate work-related equipment and tools.
• Accurately follow written and oral instructions and procedures.
• Communicate effectively with co-workers, supervisors and clients electronically, in person and over the phone.
• Establish and maintain effective working relationships with supervisors, coworkers and the public.
• Have the ability to gather and interpret information to make sound decisions and recommendations; ability to stay abreast of ever-changing USPS services, options, policies, and procedures; and the ability to educate staff to incorporate changes into daily procedures.
• Have the ability to provide reliable, knowledgeable, and consistent mailing service to a diverse clientele in a service-oriented environment.
• Have the ability to monitor, prioritize, and direct work-flow.
• Have the ability to effectively assign, direct, motivate, and evaluate the work of other employees.
• Be a successful team player; provide excellent customer service; and represent the Department and MSU to others in a professional and courteous manner.

Position Special Requirements/Additional Information Must possess a valid driver’s license, an acceptable driving record, and meet all State of Montana requirements to operate State/University vehicles. (If not in possession of a Montana driver’s license at time of hire, must obtain within 60 days of hire.)
In accordance with MSU policy, hiring will be conditional upon successful completion of a pre-employment background check.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands Ability to stand for long periods of time to sort and process mail.
Ability to lift, load, and carry heavy volumes of mail; up to 50 pounds.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties? Yes
Posting Detail Information

Number of Vacancies 1
Desired Start Date Upon completion of a successful search
Position End Date (if temporary)
Open Date
Close Date
Applications will be: Screening of applications will begin on March 7, 2022; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions
Diversity Statement
Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile.



MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: https://www.montana.edu/equity/policies/grievanceprocedures.html.