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ý College Postal Service
Program Review 2010-2011
Duc Nguyen
March 2011
ý College Postal Service
Program Review 2010-2011
Mission:
To provide expeditious, courteous and effective mail handling services to the campus community while maintaining expenses utilizing available technology.
Administrative Unit Outcomes
( Staff will report that Postal Services processes mail in a courteous and timely manner.
Assess Outcomes:
The Postal Service department is responsible for all incoming and outgoing mail for ý Community College. The department processes inter-campus mail, USPS, UPS, FedEx, DHL, Golden State Overnight and delivers mail to faculty, staff, and department mailboxes.
The primary goal of ý College Postal Services is to provide a friendly service in a timely manner.
ý College Postal Service receives and processes approximately 3,000* pieces mail per day. Approximately 780,000 pieces annually.
*Receives approximately about 1,000 pieces First Class letters, 375 flats envelops, 200 bulk mail, 75 Packages from FedEx, USPS, OnTrac, California Over Night and DHL.
*Process out going approximately about 200 flat envelops and packages, 1175 First class Pre-Sort and First Class.
Number of FTE:
Usually, one full-time classified employee and one to three work study students maintain postal Services. Currently the department is run by one classified employee and two work-study students employees* who work 8-10 hours per week. However, students schedules change from quarter to quarter and financial aid funding is very limited resulting in inconsistent coverage when the classified staff member is out of the office.
The department is requesting a permanent 50% staff member to assist with the mailroom duties and to provide continuity of timely mail processing when the full time staff member is out of the office. Currently, being a one-person department, there is no coverage when the staff member is out of the office.
*Work-study employee funds might run out within 2 quarters.
Responsibilities of Postal Services:
The Postal Service department processes all incoming and outgoing mail in a reliable, secure, timely and economical manner. The department staff should communicate clearly and provide friendly customer service to faculty, staff and departments and ensure the prompt delivery of mail.
Process USPS mail to and inter-campus mail for faculty, staff and departments.
Maintain all records and pay all permit fees.
Renewal permits for first-class & third class bulk mail.
Process all incoming and meter all outgoing classes of domestic and international mail, and packages (FedEx).
Process and pay invoices.
Supervise student employees.
Order supplies, monitor and maintain equipment.
Renew monies in postage meter and report to the District.
Review billing and payment of postage mail pre-sort services.
Maintain postage charge-back account.
Provide services to meet the needs of faculty and staff for the efficient delivery of mail and packages.
Provide knowledge and support to faculty, staff and students in postal regulations.
Maintain and update mailboxes for full and part-time faculty, staff and departments making necessary changes each quarter.
Update all web pages for Postal Services Department, Grounds, Custodial
Assist Faculty and Staff with using copy machine.
Assist with reporting copy machine issues/malfunctions to Printing Services.
Assist staff and faculty with use of Scantron machine.
Account for postal items and assure smooth functioning of postal services department.
Distribute flyers to full & part-time faculty boxes and departments.
Strengths:
Postal Services department has a knowledgeable, dedicated and efficient full time staff member who runs the department smoothly and efficiently.
Customer service oriented.
Knowledge the postal rules and others regulations.
Accurate and reliable processing of mail.
Knowledge of campus and general policies.
Support faculty, staff, and students from off campus locations.
Provides a first-time work experience for students.
Supports a collegial campus environment.
Skilled and committed to the timely dissemination of information throughout the College.
Efficient and economical running of department.
Deliver large, heavy boxes/packages to divisions and departments.
Assist Faculty and staff with the copy machine.
Weaknesses:
The major obstacles continue to be:
One-person department. No coverage when staff member is out of the office.
Insufficient budget for a second staff member or student employees.
Majority of faculty do not pick up their package(s) in a timely manner.
Not enough space to put packages.
Significant increase of faculty using copy machine in the mailroom taking time away from regular mailroom duties.
Quantitative Workload Measurements:
The Postal Service department is responsible for all daily delivery of inter-campus, Untied States Postal Service and others carriers such as UPS, FedEx, DHL, OnTac, California State Overnight Packages for the College.
Maintaining copy machine and order supplies.
Providing faculty, staff and students with quality services.
Responsible for delivering daily mail and packages.
Postal Service department receives and process about 3,000 pieces of incoming and outgoing mail daily.
Process and distribute reports and inter-Campus mail.
Employees may drop off personal mail until 3p.m from Monday through Friday.
Offer several services express overnight such as FedEx and certified mail, registered mail, return receipt, and insured mail.
Qualitative Measurements:
In 2000, Mailroom purchased Arrival System that automates thetracking of mail and packages after they reach our mail center. Arrival ensures full accountability for critical parcels is delivered to the addressees.It alsosimplifies delivery logging and prioritization for mail-center staff.
Log in for daily packages and merchandise.
Deliver of heavy and large boxes division and departments.
Ensure the quality and prompt daily delivery.
Maintain up-to-date records and postal regulations.
Maintain and update faculty mailboxes for each quarter.
Planning Agenda:
Our goals are to ensure compliance with the United State Postal Services and others carriers such as FedEx, OnTac Overnights regulations within all departments, while maintaining a close relationship with students, staff and faculty.
Setup a special reserve account to purchase a new postage machine.
Request authorization and budget to hire a permanent 50% staff person.
Continue to work with Financial Aid to hire and retain student workers.
Purchase a computer for second classified staff member/student employees.
Provide updated and ongoing information about USPS and others carriers regulations with the staff, faculty and departments in order to keep the students informed.
Help the departments send out new information, programs and schedule of classes to help new and continuous students with their educational path.
To keep Postal Service expenses to a minimum while maintaining a secure, safe environment and an efficient operation.
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