Mail Services Manager

Staff Posting Details

Appointment: Regular, full-time (1.0 FTE) position.

Work Location:

This position is based in Tacoma, WA, and is an on-campus role only.

Please note that we generally do not sponsor applicants for work visas for staff positions. Therefore, we generally require applicants for staff positions to be currently authorized to work in the United States on a full-time basis.

Position Summary:

This position manages the daily operations of the campus mail room, combining hands-on operational work, supervisory leadership, customer service, and fiscal oversight. Ensures secure and timely processing, sorting, and distribution of campus mail and packages. Maintains tracking records, coordinates with shipping vendors, ensures compliance with postal regulations, and manages departmental finances. Provides customer service at mailroom service window and via phone/email. Supervises full-time staff and work-study students.

Essential Job Functions and Responsibilities:

• Operational Management and Mail Processing

• Receive, sort, process, and distribute all incoming mail and packages.

• Process outgoing campus/departmental mail in compliance with USPS regulations.

• Operate postage meters, shipping system software, and computerized mail tracking systems.

• Assign and maintain campus mailboxes.

• Ensure proper protocols are followed regarding perishable and hazardous materials shipments.

• Order mailroom operational supplies.

• Manage and evaluate mailroom technology infrastructures.

• Customer Service

• Establish and maintain service-level standards for the mail service window, telephone inquiries, and digital communications.

• Ensure the timely opening, closing, and secure operation of the mail service window.

• Promptly respond to and resolve mail-related inquiries.

• Process facsimile messages.

• Fiscal and Administrative Responsibilities

• Manage, count, and reconcile cash reserves and make petty cash requests; prepare requests for cash vault change orders.

• Oversee daily point-of-sale register transactions, ensure accurate daily cash reconciliation, and prepare bank deposits.

• Monitor, replenish, and forecast postage meter balances and reserve accounts to prevent institutional service disruptions.

• Audit, reconcile, and submit authorized payments for shipping carriers and external vendor invoices.

• Prepare and submit monthly reports to Finance Office.

• Order, manage, and control retail stamp inventory.

• Monitor annual departmental budget and ensure mail room stays within financial targets.

Supervisory Responsibilities

• Recruit, hire, train, schedule, supervise, and evaluate performance for full-time staff and a team of 5-7 student work-study employees.
• Manage administrative human resources tasks, including approval of timesheets, labor budget tracking, and shift scheduling.

Budget Responsibilities

• Responsible for overseeing a $400,000 departmental budget.

Knowledge, Skills and Abilities:

• Ability to work independently
• Ability to understand complex Postal Service, Federal Express and United Parcel Service procedures, rates, and regulations
• Ability to lift 50 pounds
• Ability to use personal computers, telephones, fax equipment, calculators and mail metering equipment
• Ability to respectfully work, communicate and provide leadership within a diverse campus community

Qualifications:

Candidates must be able to explain and/or demonstrate that they possess the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation.

• High School diploma or G.E.D
• Customer service and cash handling experience highly desired
• 1 year of relevant experience
• Ability to respectfully work, communicate and provide leadership within a diverse campus community

Compensation and Benefits:

Career Framework Information:

Job Family: Auxiliary Services

Level: C3

Pay Grade: 6

The anticipated rate for this position is $29.20 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidates education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package for eligible staff employees, including:

• Medical, dental, and vision
• Life insurance and long-term disability
• Employee Assistance Program
• Retirement plan options and 403(b) contributions
• Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
• Education benefits, such as full tuition for eligible employees and their families
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)

Please note:

• Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
• Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
• Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.

This position is non-exempt from the provisions of the Fair Labor Standards Act.

For more information on Puget Sounds non-exempt staff benefits package, visit: Summary of 2026 Benefits for Staff Members in Non-Exempt Positions.pdf - Google Drive

For the Campus Holiday and Bonus Day Schedule, visit: https://www.pugetsound.edu/human-resources

Application Deadline:

Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Interested individuals are encouraged to submit application materials no later than July 1, 2026 to ensure consideration.

Required Documents:

• Resume
• Letter of Interest
• 3 Professional References (At least 2 supervisors)

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks.

University Diversity Statement

We Acknowledge:

• The richness of commonalities and differences we share as a university community.
• The intrinsic worth of all who work and study here.
• The investigation and reflection enhance that education upon multiple perspectives.

We Aspire:

• To create respect for and appreciation of all persons as a key characteristic of our campus community.
• To increase the diversity of all parts of our university community through a commitment to diversity in our recruitment and retention efforts.
• To foster a spirit of openness to active engagement among all members of our campus community.

We Act:

• To achieve an environment that welcomes and supports diversity.
• To ensure full educational opportunity for all who teach and learn here.
• To prepare citizen-leaders effectively for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

The University of Puget Sound is an equal opportunity employer.