Mail Room Operations (Program Coordinator I)

Position Summary Incumbents of positions in this series coordinate and monitor assigned program activities; review and analyze data concerning agency programs; provide technical assistance and advice to agency personnel and others; respond to inquiries; maintain liaison with various agencies; and perform related work as required. The basic purpose of this work is to coordinate, monitor, develop and implement programs for an assigned agency. Duties and Responsibilities

• Coordinate and monitor all mailroom activities (including sorting, logging, processing and staging mail/packages) to ensure effective operations and compliance with established standards.
• Assist with the day-to-day mailroom operations of the Transportation Building located at 10 Park Plaza in Boston or RMV operations at Quincy Headquarters.
• Supervise the mailroom staff and contractor(s) to ensure prompt and accurate handling of incoming, internal and outgoing mail/packages. Perform annual EPRS for all mailroom staff.
• Monitor and operate all mailroom equipment, ensuring that it is in good working condition; scheduling maintenance as necessary.
• Review and analyze mailroom budget data to ensure adequate funding is available for the postage machines.
• Perform daily pick up of mail from the Back Bay or other assigned Postal Office and maintain log of returned mail.
• Receive, sort, log, record and deliver all incoming/outgoing mail; along with USPS, FedEx, DHL and UPS packages and scan into SendPro system.
• Deliver and obtain legible signatures for all incoming packages.
• Inspect all incoming and outgoing mail daily after sorted and metered.
• Report any operational problems to management, and make recommendations for changes in procedures, guidelines, etc.
• Keep mailroom clean and organized.
• Respond to inquiries from internal customers and others to provide information, as needed.
• Ensure that all packages received are processed and delivered on the same day.
• Utilize proper postage amounts and required identification to outgoing mail and packages.
• Conduct weekly review of all required mail and postage supplies and replenishment as needed.
• Ensure all incoming mail and packages including WB Mason are accounted for and delivered at the end of each day.
• Prepare reconcile UPS report at the end of each day and maintain records accordingly.
• Provide training and technical assistance to new staff to ensure compliance with established policies, procedures and standards.
• Assist with special deliveries and pick-up/delivery of packaging and mail to various locations and non-mail routes as needed.
• Maintain records and prepare reports using MS Word and Excel.
• Perform other duties as needed.

This position is on-site daily, 8:00am – 4:15pm. Overtime may be required periodically. One position will be located at 10 Park Plaza, Boston, the other at RMV Headquarters at 200 Newport Ave. Ext., Quincy.

About MassDOT The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s culture and career opportunities can be found at mass.gov/massdot-careers. MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions. PESJobs

Minimum Entrance Requirements This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days. Current MassDOT employees should use their internal MassCareers account to apply. All job applications must be submitted online through MassCareers to be considered. Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position. Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below. Substitutions I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.* II. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.* *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. SPECIAL REQUIREMENT: Based on assignment, possession of a current and valid Massachusetts Class D Motor Vehicle Operator's License may be required.

• For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at talentacquisition@dot.state.ma.us.
• For general questions regarding MassDOT, call the Human Resources Service Center at 857‐368‐4722.
• For a disability‐related reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at 857‐274‐1935.

Comprehensive Benefits When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future. Want the specifics? Explore our Employee Benefits and Rewards! An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.