Senior Mail Processor

JOB

The Senior Mail Processor (MP) handles mail, parcels, and other deliverable items. The Senior MP’s responsibilities include sorting, collecting, and delivering mail and parcels, to and from various campus, medical center departments and labs. Senior MPs are generalists and are required to perform functions to assist in different tasks as needed.

This position also may involve daily driving and will require the Senior MP to make several stopovers during the working hours, to collect and deliver sensitive and confidential documents, mail parcels, packages, medical gas cylinders, at different UCSF locations. Senior MPs are expected to provide appropriate information whenever necessary concerning SCM - Logistics. The Senior MP will also perform the core functions such as unloading, receiving, putting away, picking, staging, loading, delivering, and collection of mail, parcels, packages and other materials delivered by USPS, suppliers and other vendors.

In addition, the Senior MP may be assigned to other areas in SCM - Logistics operations, at Oyster Point location, Parnassus Heights campus, Mission Bay campus and/or any other location. This position involves handling and lifting items that weigh up to 75 lbs.; performing tasks for prolonged periods while standing, walking, driving, operating hand trucks, electric carts, forklifts, handling gas cylinders and other equipment.

DEPARTMENT

UCSF Supply Chain Management (SCM) – Logistics provides centralized mail, parcel, delivery, and material-handling support across UCSF campuses, medical centers, laboratories, and affiliated operating locations. The department ensures that incoming and outgoing mail, accountable shipments, packages, sensitive documents, medical gas cylinders, and other materials are received, processed, sorted, staged, transported, and delivered safely, accurately, and on schedule.

Logistics operates as an integrated logistics function, supporting daily campus operations while maintaining appropriate handling and accountability for confidential, sensitive, valuable, and time-critical materials. Operations span locations including Oyster Point/South San Francisco, Parnassus Heights, Mission Bay, and other UCSF sites. The department emphasizes customer service, reliability, accuracy, responsiveness, and problem solving.

Employees are expected to communicate effectively with campus departments, logistics partners, vendors, carriers, and internal customers while maintaining timely service and appropriate accountability for materials in transit. The Senior Mail Processor role reflects the department's need for cross-functional staff who can perform core mail-processing duties while also supporting distribution and warehouse operations as needed.

This generalist approach provides operational flexibility and helps maintain service continuity across UCSF's logistics network. DUTIES & ESSENTIAL JOB FUNCTIONS % of time Essential Function (Yes/No) Key Responsibilities (To be completed by Supervisor) 80% Perform duties in Outgoing Mail section, metering different class of mail, including presort mail. Process accountable mail, including Priority Mail, Express Mail, UPS, Fedex, Insured, Registered, Certified, etc.

Also, investigate mail delivery locations, using different database, including University’s employee name directory, etc. Breakdown or fine sort campus, outgoing and USPS mail into designated boxes, provide directory service to insufficiently addressed mail. Organize and wrap up mail for routes and items such that delivery is orderly for consolidated D&S and Mail Services routes.

Assist in other areas of Mail Services performing according to established standards. Provide assistance as needed in the internal mail operations including mail sorting, either machine or manually and mail metering. Few years back, Mail Services moved to an automated mail sorting system.

In this system, mail is fed through a feeder and via a conveyor belt it goes through an imagecapturing device. The address information is read and compared with the campus-wide database and matched mail is sorted and cased through iBOT (intelligent robotic wireless vehicles) to its appropriate box number. Operation of this system requires technical expertise.

Staff in this area should be able to perform the following tasks: assist in selecting the appropriate job scheme depending on the job on hand check the positioning of iBots before the start of the day making sure of the authenticity of the bin allocation able to decide the correct priority of mail processing through the machine prepare mail in the most efficient way to maximize the productivity of the machine assist in reconfiguration of bin allocation make sure of the correct positioning of the optical device that reads the address able to install and de-activate iBots as needed perform common machine troubleshooting, like paper jam, iBot jam, etc perform regular machine maintenance, like vacuuming dust from the conveyer belts and mail feeder interact with the vendor to explain of any technical problem experienced 10% As needed, perform delivery and collection of mail on assigned route.

Organize and wrap up mail for route and items such that delivery is orderly and timely meeting scheduled delivery times. Separate outgoing mail picked up from campus locations into four categories; mail to be metered, campus mail, international mail and special service/commercial carrier mail. Secure signatures during delivery of Accountable mail and cross-dock packages (Express Mail, Registered, Certified and Insured) and return the documentation to the Accountable mail section and cross-dock supervisor.

Perform assigned route duties according to Polices and Procedures for Mail Processor Messengers. 10% Whenever necessary, provide assistance to other areas of the mail, distribution, and warehouse operations. Some examples are listed below, but not limited to the following: Distribution Cover another delivery or courier route. Perform ad hoc pick-up/delivery service.

Respond to moving large equipment, in disassembling /assembling furniture, or in other moving services. Warehouse Receive, assign control numbers and tags, and arrange long and short term items in Storage Receive, apply barcodes, and arrange gas cylinders Receive and process of cross-dock packages Receive, inspect, and uncrate large and valuable equipment Pull or file x-rays and medical records Retrieve or return boxes of documents or loose furniture and equipment Mail Sort and case mail by box numbers and if address is incomplete, research the recipient using the campus database.

Process incoming USPS accountable mail (Express Mail, registered, certified, and insured) entering delivery information in the database and generate signature forms. Rate and record for recharge business reply mail to correct franking number. Fill stamp order and send to requestor as accountable mail.

Enter data for recharge. Classify each outgoing mail by type and weight and determine the franking number to enter into the mail billing system and using a high-speed metering equipment (both digital and mechanical), imprint the correct amount of postage. Process for dispatch outgoing accountable mail according to postal regulation and expedited packages according common commercial carriers.

Complete and attach all appropriate forms for domestic and international shipments. 100% (To update total %, enter the amount of time in whole numbers (without the % symbol – e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.) Required: Possess a High School diploma or a G. E.

D. Current CA Driver’s License with no restrictions other than corrective lenses Ability to read, write, perform basic mathematical calculations, understand and follow generalized and specific work instructions, both oral and written; and knowledge and abilities essential to the successful performance of the duties assigned to the position Must possess a clean driving record for a minimum of one year Must be client services oriented, have good listening, critical thinking, and problem-solving skills Ability to perform tasks for prolonged periods while standing, walking, driving, operating hand trucks, electric carts, forklifts, and other equipment Ability to lift and transport heavy mail sacks, packages, and gas cylinders Preferred: Experience in working in a warehouse handling heavy packages and mail volume Willingness to work overtime as necessary to assist in or complete a task Previous experience in operating postage processing equipment and accounting system Minimum one-year driving experience making deliveries Current CA Driver’s License with no restrictions other than corrective lenses License/Certification Current CA Driver’s License with no restrictions other than corrective lenses

Day shift