Supervisor, Mailing

Position Summary

The Mailing Supervisor is responsible for the daily performance of Mailing Operations, ensuring jobs are completed accurately, efficiently, safely, and on schedule. This working supervisor leads and develops employees, manages daily workflow, ensures USPS compliance, and is accountable for departmental productivity, quality, and continuous improvement.

The position requires a hands-on leader who takes ownership of results, proactively identifies problems, develops solutions, and continuously looks for opportunities to improve departmental performance.

Essential Duties and Responsibilities

Production Management

• Plan and coordinate daily mailing operations, assigning employees and equipment to meet production schedules and customer deadlines.
• Review job tickets, specifications, quantities, mailing instructions, and material availability to ensure jobs are properly prepared before production begins.
• Monitor production progress, identify potential delays, and take corrective action to maintain scheduled completion and mailing dates.
• Manage daily staffing assignments and labor utilization to maximize productivity while minimizing unnecessary overtime and inefficiencies.
• Maintain the technical knowledge and ability to set up, operate, and troubleshoot departmental equipment, providing hands-on production support when necessary.
• Coordinate equipment maintenance and repairs to minimize downtime and maintain operational readiness.

Quality and USPS Compliance

• Ensure mailing jobs meet customer specifications, quality standards, and applicable USPS requirements.
• Establish and maintain quality control procedures, including setup verification, in-process inspections, accurate counts, and proper matching of personalized materials.
• Ensure proper mail preparation, sorting, documentation, postage verification, and timely postal acceptance.
• Coordinate with employees responsible for specialized postal processing and documentation.
• Investigate quality issues, identify root causes, and implement corrective actions to prevent recurrence.
• Ensure customer mailing information and confidential data are properly protected.

Leadership and Employee Development

• Provide daily leadership, direction, and support to departmental employees.
• Establish clear performance expectations and hold employees accountable for quality, productivity, attendance, and safe work practices.
• Train, coach, and develop employees to improve their technical skills, productivity, and overall performance.
• Promote cross-training and employee versatility to strengthen departmental capabilities and provide flexibility in staffing assignments.
• Provide regular performance feedback, recognize strong performance, and address performance concerns promptly and consistently.
• Foster a positive work environment built on teamwork, respect, communication, and accountability.

Departmental Performance and Continuous Improvement

• Take ownership of departmental performance, including productivity, labor efficiency, quality, waste, downtime, and on-time completion.
• Establish, monitor, and work toward achieving departmental goals and key performance indicators (KPIs) in collaboration with management.
• Identify opportunities to improve workflow, equipment utilization, staffing efficiency, and production processes.
• Proactively identify operational problems, determine root causes, and implement practical solutions.
• Monitor production results and use available data to identify performance gaps and opportunities for improvement.
• Support company initiatives designed to improve efficiency, capacity, profitability, and customer satisfaction.

Communication and Coordination

• Communicate proactively with Scheduling, Planning, Customer Service, and Production leadership to ensure work moves efficiently through the department.
• Identify and communicate potential delays, material shortages, quality concerns, and other issues before they impact customer commitments.
• Escalate problems requiring management involvement, providing recommended solutions whenever possible.
• Maintain accurate production records and ensure effective communication between shifts and departments.

Safety and Workplace Standards

• Maintain a safe, clean, and organized work environment.
• Ensure employees follow established safety procedures, equipment guarding requirements, and proper material-handling practices.
• Identify and address unsafe conditions or practices promptly.
• Ensure employees receive appropriate safety training and follow company policies and procedures.

Qualifications and Experience

• High school diploma or equivalent required.
• Minimum of 3 years of experience in commercial printing, direct mail, or mailing production preferred.
• Previous supervisory or team leadership experience preferred.
• Hands-on knowledge of mailing equipment, including inserters, inkjet addressing systems, folders, tabbers, and related equipment.
• Working knowledge of USPS mailing requirements, postal preparation, and quality control procedures.
• Ability to read and interpret job tickets, production specifications, and mailing instructions.
• Strong organizational, communication, problem-solving, and decision-making skills.
• Demonstrated ability to lead employees, establish expectations, and hold teams accountable.
• Ability to analyze production challenges and implement practical improvements.
• Basic computer skills and familiarity with production tracking systems; mailing software experience preferred.

Physical Requirements and Work Environment

Work is performed primarily in a production environment involving operating machinery, noise, paper dust, and moving materials.

The position requires extended periods of standing and walking, along with occasional bending, reaching, lifting, and material handling. Specific lifting requirements will be established based on departmental needs.

Essential job functions must be performed with or without reasonable accommodation.

Schedule Expectations

The Mailing Supervisor is expected to maintain reliable attendance and be available to support the assigned production shift. Overtime, weekend work, or schedule adjustments may be required based on production demands.

Performance Expectations

The Mailing Supervisor is accountable for the overall performance and continued improvement of Mailing Operations. Performance will be evaluated in the following areas:

• On-Time Performance: Meeting production and mailing deadlines while proactively communicating potential risks.
• Quality: Maintaining accurate counts, correct personalization, proper mail preparation, and effective quality controls.
• Productivity: Improving labor efficiency, equipment utilization, and departmental throughput.
• Cost Control: Minimizing avoidable waste, rework, downtime, and unnecessary overtime.
• Employee Development: Building employee skills, encouraging cross-training, establishing clear expectations, and maintaining accountability.
• Continuous Improvement: Identifying and implementing improvements that increase efficiency, quality, and departmental capabilities.
• Safety: Maintaining a safe workplace and ensuring compliance with established safety standards.