Title: Mail Clerk II (Marketing and Bulk Mail)

Executive Area: Administration and Finance

College/School/MBU: Finance and Budget

Department: Mail Services

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Onsite

Job Summary

The Mail Clerk II (Marketing and Bulk Mail) manages mail and OpScan services by meeting with customers to assess mail job requirements, preparing and processing files using specialized software, and operating mail-processing equipment to produce compliant mailings. Ensures accurate, timely delivery of projects while maintaining equipment, providing mailing guidance, and collaborating with staff to support efficient operations.

Essential Functions

Meets with customers to accept, evaluate, and manage mail and OpScan jobs. Collects required data, files, and specifications; provides job status updates; and follows up to obtain additional information as needed.

Prepares and processes data and graphic files using approved software to create standardized mailing files and customer-specific outputs (e.g., reports, PDFs, spreadsheets, raw data files). Ensures accurate integration of variable data into print and mailing jobs.

Operates computer-controlled mail-processing equipment for addressing, barcoding, metering, inserting, and sorting mail. Processes bulk mailings (bundling, tagging, palletizing) and prepares mail in accordance with USPS requirements.

Sorts and distributes campus mail, re-addresses misdirected items, and coordinates pickup and delivery of mail, OpScan jobs, and departmental materials.

Drives mail vehicles as needed.

Provides guidance on mailing specifications, including USPS and international regulations, formatting requirements, and available services. Weighs mail and determines appropriate postage to ensure cost-effective and compliant processing.

Reviews job orders for accuracy, pricing, and completeness. Determines delivery methods and timelines based on production capacity, staffing, and workload.

Collaborates with staff to ensure efficient workflow, assists in training new staff and student employees, and participates in ongoing training and departmental meetings.

Maintains and ensures proper function of mailroom and scanning equipment.

Other Functions

Performs other duties as assigned.

Minimum Qualifications

High School diploma or equivalent.

Possession of a current and valid Class D Driver's license.

Experience using data‑processing/variable‑data software to prepare and manage files; strong Microsoft Office skills (especially Excel); familiarity with common file formats and outputs (PDF, Excel/CSV, ASCII).

Understanding of operational processes, including sorting, bundling, and labeling.

Ability to interact effectively with customers to gather requirements, explain services, and provide job updates.

Exceptional attention to detail and strong organizational skills to accurately review job orders, manage data and mailing processes, and oversee multiple production jobs to meet deadlines in a fast-paced environment.

Ability to work collaboratively with staff and assist in training new staff or student employees.

Ability to lift and move mail trays and equipment (typically up to seventy (70) pounds).

Ability to stand for extended periods of time and perform repetitive tasks.

Ability to read, write, and comprehend the English language.

Ability to follow oral and written instructions.

Preferred Qualifications

Knowledge of USPS classes of service.

Knowledge of location of University departments, buildings, and personnel.

Knowledge of the laws, rules, policies, and procedures governing assigned unit activities.

Additional Details

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

Working Conditions

Work is performed in indoor and/or outdoor environments, and requires frequent lifting, bending, tool use or equipment use. May involve work in confined spaces or at heights.

Work Schedule and Work Arrangement

Monday-Friday; 8am-4pm

Salary Information

Pay Grade: USA/MTA Grade 11

Click here to view the Classified Step Scale

Special Instructions for Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.