Print and Mail Coordinator

Responsible for performing the standard and overnight shipping and mail service functions.  Responsible for establishing clear communication, coordination, and working relations with Credit Union personnel and with management. Responsible for commercial production printing of AFCU Internal documents. Responsible for the testing, maintenance and use of the Disaster Recovery Printer.  Responsible for the coordination and quality of monthly, quarterly, and yearly member statement runs. Responsible for establishing and maintaining effective business relations with vendors and suppliers.  Completes miscellaneous support functions and supports area personnel as required.

1. Proper shipping & mail functions.
2. Collects mail on a daily basis from various post office locations.
3. Weighs mail/packages and applies proper postage. Sorts and prepares all mail and overnight packages for shipment.
4. Ensures that adequate postage remains on meters. Oversees postage rebate processes.
5. Completes postage reports.
6. Responsible for shipping outgoing credit union items via FedEx, UPS, USPS, and DHL.
7. Operates mail equipment such as printer and postage machine and burster.
8. Efficient, clear communication, coordination, and working relations with Credit Union personnel and with management.
9. Attends meetings as required.
10. Responsible for assisting the Records Department in tracking and maintaining a sufficient supply of envelopes and pin notices.
11. Responsible for maintaining good communication and relationships with AFCU departments as it relates to printing and mail functions.
12. Responsible for the Commercial Production printing of AFCU Internal Documents.
13. Responsible for the operation and completion of the daily print jobs, which include member letters, notices, and other informational correspondence, etc.
14. Responsible for the quality of timeliness of daily print jobs which average 40,000 to 50,000 pieces per week.
15. Responsible for filling out the daily print reports and logs for tracking purposes.
16. Reviews and analyzes data for quality improvements and or cost savings.
17. Responsible for reporting any errors, failed or missing files.
18. Responsible to print and email missing sheets from Branch Systems Development.
19. Responsible for operational oversight of the printer and any anomalies or repair issues and to report them to the Printer Vendor . Follows up on service tickets and repairs.
20. Responsible to maintain adequate Printer supplies from Vendor.
21. Responsible for working with Procurement team to order and maintain a sufficient supply of AFCU Letterhead
22. Responsible for the “Print Room” both in its cleanliness and organization.
23. Responsible for loading the “Daily Printing” letterhead sheets into the locked Blue tubs and preparing and filling out the Air Bills
24. Responsible for ordering both the Toner and Developer cartridges.
25. Responsible for the Disaster Recovery (DR) printer located in our Salt Lake Data Center
26. Responsible for making sure this printer is always ready to use should a disaster render our Operation Services printer inoperable.
27. Responsible to test the DR printer at least once a month.
28. Responsible for stocking and maintaining inventory of AFCU Letterhead should a disaster occur.
29. Responsible for the cleanliness of our printing area as this is a shared high security area.
30. Responsible for the maintaining of the “DR Report” showing the dates, the number of letters processed and any printing deficiencies.
31. Responsible to email once a month this report to our Business Continuity / Safety Officer. This is a mandatory report required by CUNA.
32. Monitors and Coordinates Statement Process and Generation
33. Responsible in maintaining the “Statement Process” spreadsheets both the “Yearly” and the “Monthly sheets and identifies on call personnel each month.  
34. Responsible for working with Marketing on any statement inserts.
35. Responsible for calculating the data for the number of inserts needed each month and documenting counts out the “Matrix Sheet. ” Obtains final approval from the Marketing Department and printing vendor.
36. Responsible for sending the “Matrix Sheet” to the Quality Assurance Department.
37. Responsible for calculating and funding the USPS EPS account.
38. Responsible for collecting summary data and CAPs reports from vendors
39. Responsible for balancing data between AFCU counts and vendor counts.
40. Responsible to communicate with vendor when numbers are verified and provides authorization to the print vendor to submit invoicing.
41. Responsible to review and process invoice.
42. Responsible to submit requests to fund the CAPS account.
43. Responsible for sending out the “Statement Process” spreadsheet
44. Responsible for monitoring the statement process and communicating with supervisors of any delays, errors, or issues that arise during the statement process.
45. Establishes and maintains effective, professional business relations with vendors suppliers, and external contacts.
46. Obtains and conveys information courteously and promptly.
47. Coordinates mail service needs with the Post Office, UPS, Federal Express, etc.
48. Maintains and projects the Credit Union's professional reputation.
49. Assist Department Manager with bidding process and contract management.
50. Responsible for working with printing vendors to determine adequate inventory.
51. Responsible to provide quantity totals to vendor and coordinating information with the procurement team.
52. Responsible for verifying and balancing all emailed vendor invoices. Submits reviewed invoices to AFCUAP and sends an email copy of the approval to management.
53. Maintains at least one pallet of large USPS trays for department use.

Training/Education/Certification:

· High school graduate or equivalent.

Required Knowledge:

· Basic knowledge of purchasing and inventory procedures and policies.

· Thorough knowledge of the company's tracking system.

· Understanding of required computer applications.

· Familiarity with courier and mailing functions.

Experience Required:

· Mailroom and Printing experience preferred.

Skills/Abilities:

· Well organized.

· Efficient.

· Attentive to detail.

· Good communication and public relations skills.

· Willingness to assist others.

· Able to operate PC and 10-key.