Mail Room Coordinator

Mail Room Coordinator

The Mail Room Coordinator is responsible for coordinating and performing all mail operations for the Mississippi Department of Rehabilitation Services (MDRS). This NON-STATE service, time-limited (NS-14) position ensures the timely collection, processing, distribution, and delivery of incoming and outgoing mail, packages, and related correspondence. The incumbent serves as the primary point of contact for mail services at the MDRS Headquarters and provides mail support to MDRS offices throughout the Jackson metropolitan area and other agency locations statewide.

The Mail Room Coordinator operates agency vehicles to transport mail and packages between MDRS facilities, United States Postal Service (USPS) locations, state agencies, and other designated locations. This position is responsible for maintaining efficient mail flow, applying postage, tracking shipments, and ensuring compliance with agency policies and postal regulations.

Essential duties and responsibilities include:

• Collect, sort, process, and distribute incoming mail and packages at the MDRS Headquarters office.
• Deliver mail, packages, and agency correspondence to offices throughout the Jackson metropolitan area.
• Pick up outgoing mail and packages from MDRS offices and prepare them for delivery or shipment.
• Travel regularly to MDRS offices, USPS facilities, state agencies, vendors, and other designated locations to facilitate mail and package delivery.
• Operate agency vehicles safely and in accordance with state and agency policies.
• Process outgoing mail by weighing, metering, and applying appropriate postage to letters, packages, and other mail items.
• Coordinate shipments through USPS and approved parcel carriers.
• Ensure timely and accurate routing of mail and packages to intended recipients.
• Maintain records of certified mail, registered mail, overnight deliveries, and package tracking information.
• Monitor postage meter usage and maintain adequate postage balances.
• Assist with bulk mailings, special mail projects, and agency-wide correspondence distributions.
• Verify mailing addresses and resolve mail delivery issues as needed.
• Maintain an organized and secure mailroom environment.
• Ensure confidential and sensitive information is handled appropriately.
• Report vehicle maintenance needs and ensure assigned vehicles remain clean and operational.
• Provide excellent customer service to MDRS employees, vendors, postal representatives, and external stakeholders.
• Perform other duties as assigned.

What you'll need to be successful:

• Knowledge of mail processing procedures and postal regulations.
• Ability to organize, sort, and distribute large volumes of mail accurately and efficiently.
• Ability to maintain records and tracking information.
• Ability to operate postage meters, shipping systems, and basic office equipment.
• Ability to establish and maintain effective working relationships with employees and external agencies.
• Ability to prioritize tasks and meet deadlines.
• Ability to communicate effectively both orally and in writing.
• Ability to work independently with minimal supervision.
• Ability to safely operate motor vehicles and travel throughout Mississippi as required.

Physical requirements:

• Ability to lift and carry mail trays, boxes, and packages weighing up to 50 pounds.
• Ability to stand, walk, bend, reach, and perform repetitive motions throughout the workday.
• Ability to load and unload mail and packages from vehicles.
• Ability to travel regularly throughout the Jackson metropolitan area and occasionally statewide.

Working conditions:

Work is performed in a mailroom, office environment, and in the field while traveling between agency locations. The position requires frequent driving, exposure to varying weather conditions, and interaction with agency staff, postal employees, and members of the public.

Preferred qualifications:

• Typically requires a Bachelor's degree and 1-3 years of experience.
• Agency preferred qualifications:
  Bachelor's degree and 1-3 years of experience in administrative assistant services, mail services, delivery services, clerical support, customer service, logistics, or a related field.
• Applicants with High School diploma or equivalent and/or some college and relevant experience would need to submit a letter to MSPB requesting experience to be considered in lieu of education requirement. The letter should be emailed to subpanel.gov once you have applied for the position.
• Valid Mississippi driver's license with an acceptable driving record is required.