Mailing Services Specialist

Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty, administration and staff.

Job Description:

Amherst College invites applications for the Mailing Services Specialist position. The Mailing Services Specialist is a full-time, year-round position. The expected salary range for this job opportunity is: $23 to $26/hour.

The salary offered will vary based on a number of factors, including but not limited to relevant education, training, and experience, tenure status, and other nondiscriminatory business considerations.  Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families.  Click here for Benefits Information.

Bulk & Outgoing Mail Operations

• Bulk Mail Optimization: Process, prepare, and verify all departmental outgoing bulk mailings (standard, non-profit, first-class, and marketing mail) to qualify for maximum USPS presort and automation discounts.
• Postal Software & Meter Operation: Operate Bulk Mailer Pro for address verification, NCOA updates, deduplication, CASS certification, and presort tray/sack tags. Manage digital workflows via Quadient SMART software and operate multi-carrier Quadient postage meters.
• USPS Compliance & Liaison: Maintain active knowledge of USPS Domestic Mail Manual (DMM) regulations, non-profit eligibility, move-update standards, and postal rates. Act as the primary operational liaison to local USPS postmasters and Business Mail Entry Units (BMEU).
• Departmental Consultation: Consult with college departments on print specifications, mail piece design, fold/insert standards, and timing to ensure optimal delivery and discount eligibility.
• Accounting & Reconciliations: Track, log, and calculate postal usage across campus accounts. Reconcile postal accounts, manage permit replenishment, and generate monthly financial chargeback reports.

Print Shop & Finishing Operations (Overflow Support)

• Document Finishing & Binding: Perform post-print document processing, including spiral binding, comb binding, tape binding, saddle-stitching, trimming, cutting, and scoring for campus publications, event programs, and reports.
• Signage & Banner Finishing: Assist with wide-format print post-production, including mounting prints onto rigid foam boards/substrates, banner trimming, grommeting, and laminating.
• Equipment Operation: Proficiently set up, operate, and troubleshoot automated post-press and mailing equipment, including high-speed automated folder/inserters, tabbing machines, paper cutters, booklet makers, and paper drills.
• Print Shop Workflow Support: Assist print shop staff during peak production periods with digital printing press operation, quality control checks, paper inventory management, and staging completed print orders for delivery or mail insertion.

Summary of Responsibilities:

• Organize and complete a large volume of mailings, including the downloading of addresses from the network and importing into specialized software, printing addresses directly onto the mailpiece using a Rena XT30 Ink Jet Printer; folding, inserting, tabbing, and metering of mail, allocating the charges to the correct general ledger account; prioritizing work so the time-sensitive mailings are completed quickly and accurately. All of which is done in the same day or next day turnaround (except for the large bulk mailings of 4,000 +).
• Participate in specialized mailings for the Advancement office, matching contributor slips to personalized letters, ensuring 100% accuracy for the entire job, as it always includes sensitive giving information.
• Train other department staff and casual help on the use of all equipment, including specialized software on both the labeler and meters, ensuring a complete understanding of the importance of accurate importing and exporting, metering, inserting, etc.
• Implement USPS regulations for all types of discounted mail, ensuring that postage savings for the requesting department are obtained for all mailings. Run addresses through the NCOA database, exporting any changes to send back to the customer in order to update current lists. Implement new IBM barcode on all presorted mail and send electronic paperwork to the USPS.
• Operate all equipment in the mailing center, including the Rena Ink Jet Printer, tabber, folders, strapper, and tying machines, ensuring optimum performance on each; calling for service when problems arise, and cannot be fixed in-house.
• Operate both meters using special software to ensure proper allocation of postage to the departments, adding new accounts when needed, creating reports, checking transactions, and adding money to the postage meters electronically when needed, ensuring there is a sufficient balance on hand to ensure the timely completion of all mail jobs requiring postage. Maintain and refill when needed, a sufficient balance of funds for our Permit 44 held at the USPS post office in order to ensure the timely completion of all of the bulk mailings using that permit.
• Process all UPS packages that are sent to the department for pickup, ensuring same-day service.
• Assist customers with any and all questions/requests regarding mailings. This includes regulations regarding foreign mail, which are different than domestic mail. Create and apply the required documentation for all foreign packages.
• Act as liaison with the US Post Office and implement new postal regulations as they become effective.
• Assist in other areas of the department as needed, including copying, collating, binding, banner trimming, grommeting, and mounting of posters.

Qualifications:

Required

• High School Diploma or equivalent.

• Specialized skill training/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 within 6 months.
• Demonstrated administrative abilities, including the ability to effectively utilize Google and Microsoft Suite products.
• Demonstrated ability to utilize print shop software to initiate customer billing.
• Successful completion of required reference and background checks.
• An acceptable criminal offender records information (CORI) check.
• Successful completion of pre-employment physical and lift test.
• Valid driver's license and ability to be credentialed to drive College vehicles.

Preferred

• 1-3 years of experience.

Interested candidates are asked to submit a resume and cover letter online at https://amherst.wd5.myworkdayjobs.com/Amherst_Jobs. Please be sure to upload all requested documents prior to clicking Submit. Applications cannot be revised once submitted. (Current employees and students should apply by clicking on the Jobs Hub icon from their Workday home screen.) Review of applications will begin immediately and will continue until the position is filled. Amherst College is committed to an inclusive hiring process and will provide reasonable accommodations for candidates throughout the application and interview process upon request.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.