Support Services Supervisor

Fayetteville State University, United States

Updated: 24 days ago
Location: Fayetteville, NORTH CAROLINA
Job Type: FullTime
Deadline: 03 Apr 2024

Position Information
Position Information


Position Title: Support Services Supervisor
Working Title: Mail Center Supervisor
Position Number: 004019
Full-time or Part-time: Full Time
Time Limited Position: No
Number of Vacancies: 1
Department: Business Services - Bus & Fin
Posting Number: 0402406
SHRA/EHRA: SHRA
Job Category: Clerical and Secretarial
Hiring Range: $40,000.00 - $45,378.00
Overall Position Competency: Journey
Description of primary duties and responsibilities:
Primary Purpose of Organizational Unit:

The Fayetteville State University (FSU) Mail Center falls under the organizational structure of Business Services within the Business and Finance Division. The FSU University Mail Center operates as a Federal Contract Station whose mission is to provide prompt and efficient service to all of our customers, to ensure that all mail is handled in a professional manner and that the customer is receiving the service he/she is requiring; to keep abreast of the latest mail service policies and procedures, trends, software, equipment, supplies to keep our customers informed in order to provide legendary customer service; to provide funds for inventory and capital improvements; to develop and contribute any residual funds to a scholarship program for the University. Using an empowered team approach, our goal is to focus on continuous improvement of customer relations while maintaining our commitment to providing the highest level of service possible.
Primary Purpose of the Position:
This is a supervisory position in the operation of a University Mail Center, which also operates a federal Contract Station to serve the area community. The individual manages a large distribution operation in which a variety of mail is handled, including U.S. postal classes of registered, insured, and certified mail, parcel post, and interdepartmental correspondences. Individual manages a federal Contract Station in which all services of a U.S. Post Office are provided, as well as total distribution of mail. Work includes the responsibility for selecting, training, and assigning employees and for prompt, efficient mail distribution and customer service. The individual represents the Mail Center/Contract Station in determining policies and procedures concerning its operation. Work is guided by established procedures of the U.S. Postal System, and assignments are received from the Director of Business Services, who reviews work for conformance to postal laws and standards and by the efficiency of postal services. In addition to work being subject to administrative review, federal Contract Stations are subject to review and audit by U.S. Post Office Officials.
Planning and Organizing-35%:
  • Establishes mail routes and time schedules for pick-up and delivery to allow for smooth business transactions daily; office receives minimal customer complaints due to poor Customer Service; assigns delivery mail requiring special handling.
  • Establishes time schedules and procedures for window services; hours of operation set based on requirements of customers and their interests; service received is consistent regardless of the individual conducting the transaction.
  • Maintains a current directory of addresses for students and staff, including forwarding addresses; accountable for minimal undeliverable mail or delays in delivery due to incorrect addresses; maintains a record of postal charges for accounting purposes in the Federal Contract Station; maintains records on various postal accounts (e.g., bulk mail, catalogs, postage due, etc.) and submits report to administrative supervisor and to U.S. Post Office officials.
  • Maintains an adequate supply of stamps, postal forms, money orders, etc.; retail goods and services are available at all times; and exemplary Customer Service is exercised through the ability to provide products or services as requested.
  • Maintains an established database for the distribution of over 1,500 student, faculty, and staff mailboxes and keys; accountable for the annual distribution of mailbox keys at the beginning of Fall Semesters and the collection at the conclusion of each Spring Semester; accountable for the collection of revenue from non-resident students, faculty, and staff.
Description of Work Continued:
Communications-20%
  • Clearly and effectively interprets guidelines, answers inquiries, and advises others regarding processes, services, and operations as applied to non-standard situations; adjusts communication style for different audiences; develops and maintains professional working relationships in complex and/or difficult situations to achieve program/organizational goals.
  • Cultivates professional relationships with all levels of the program/organization, internal and external; takes the initiative in difficult situations without hesitation; encourages others in complex and sensitive situations to reach a mutually agreeable resolution that achieves business goals and maintains positive work relationships across the organization; coordinates and manages communication efforts conveying difficult, crucial, and/or controversial decisions.


Budget Management -15%:
  • Accountable for reviewing FRS reporting, claims on cash, focus reporting (as needed), and reconciling budgetary discrepancies; notifying management of over-expenditures on line items and recommending suggested means of resolution and future compliance; ensuring no over-expenditures occur and fund balances are maintained according to incoming revenues and established budgets.
  • Management of the financial program to include the handling of diversified receipts, expenditures, transfer of funds, bid/quote approvals, establishment of billing codes, etc.; reviews all requests for purchases and payment to ensure transactions are conducted within established guidelines.
  • Assists in the annual budget preparation and management; responsible for establishing and maintaining financial controls to meet goals; achievement of specific financial and non-financial goals as set forth by the university administration.

Human Resources Management-15%:
  • Assigns personnel and determines workloads; maintains a record of leaves, absences, and overtime; preset goals and objectives are achieved daily through effective use of staff.
  • Accountable for maintaining departmental staffing at an acceptable level to meet the demands of the unit.
  • Trains personnel in the proper handling and distribution of all types of mail in the Federal Contract Station; also trains personnel in the operation of the postal window; establishment an educated, trained, and motivated internal work staff; and personnel effective in the performance of daily duties due to a commitment of communications.

Safety and Health Management-10%:
  • Reads and interprets university safety policies and determines their applicability; ensures that overall safety program objectives are met, including third-party coordination (e.g., OSHA); takes proactive steps to maximize safe operations and measures the effectiveness of action; develops in-house safety rules primarily directed toward employee safety awareness; trains subordinates in proper safety methods.
  • Participates fully in the university’s staff development processes as it relates to the Emergency Management Program and the undertaking of training exercises and development relevant to your job; adopts safe working practices in line with current university procedures and undertakes appropriate training in Health and Safety.

Other Duties As Assigned-5%:
  • Designs and distributes a minimum of two (2) surveys per year to faculty, staff, and students on the service levels of Mail Services.
  • When budget permits, represents the University at state, regional and national association meetings for Mail Services and the enhancement of the University’s image within the collegiate industry; keeps abreast of the latest mail service trends, i.e., new software, equipment, supplies, etc., and communicates to Supervisor for future reference.
Minimum Education and Experience Requirements:
High school diploma or equivalency and two years of supervisory experience in the area of assignment; or equivalent combination of training and experience.
Knowledge skills and abilities:
Preferred Qualifications:
Previous experience in the operation of a University Mail Center or a Federal Contract Station setting
Special Instructions to Applicants:
Notice to Applicants
Please make sure that the work history listed on your application is identical to the work history listed on your resume. The application must be filled out completely, Do Not Use the phrase “see resume.”
Please list at least three (3) professional references to include a current supervisor. References will only be contact if you are selected for the position and with your permission.
Closing Date: 04/03/2024
Open Until Filled: No
Other Information
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
EEO Statement:
This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable), academic verification and credit history check (if applicable).
Fayetteville State University is committed to equality of educational opportunity and employment and does not discriminate against applicants, students, or employees based on race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status. Moreover, Fayetteville State University values diversity and actively seeks to recruit talented students, faculty, and staff from diverse backgrounds.
Veteran's Statement
Fayetteville State University is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.
Quick Link https://jobs.uncfsu.edu/postings/25488

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