Mail Processor

MAIL PROCESSOR (004823)

UCPath Position ID: MI-DPT321500-JC004823-PD168591

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601683

Approved Date:

7/14/2026 9:52:04 PM

Date Last Edited:

7/14/2026 9:52:02 PM

Last Action Effective Date:

2/13/2020

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6440D

Division:

BUSINESS & FINANCE SOLUTIONS           

Department:

321500 - MAIL SERVICES

Position Details

UCPath Position Number:

MI-DPT321500-JC004823-PD168591

Position Description ID

168591

UC Payroll Title:

MAIL PROCESSOR (004823)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

SX: Service

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40052389

Reports to Payroll Title:

MAIL SVC SUPV 1

UCPath Department Head Position Number:

40059562

Department Head Payroll Title:

ADMIN MGR 1

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under general direction of the Manager of Mail Services or the Director of Mail Services, the Mail Processor is assigned mail processing duties on a daily basis that are completed according to internal guidelines and procedures. US Postal Service (USPS) rates and regulations, mail processing procedures, and University policy and procedure #310 must be understood and applied. The ability to handle changing priorities is essential and the incumbent must be able to effectively communicate with a diverse population including co-workers, supervisors, campus departments, and customers.

The incumbent will collect, sort, process, and distribute internal and US Mail such as First Class, Registered, Express, stamped mail, and intra-campus correspondence. Other duties include the operation of University mail processing equipment and systems, general housekeeping, some telephone and public contact, and one or more unspecified mail processing assignments.

UCLA Mail, Document & Distribution Services (MDDS), a division of UCLA under the Office of the Vice Chancellor & Chief Financial Officer, is a premier on-campus service center offering comprehensive solutions for document services, digital scanning, mail, messenger, shipping/receiving, and compressed gas cylinder services. With a dedicated team, MDDS supports the University of California’s mission of teaching, research, and public service by delivering high-quality, cost-effective services. MDDS provides innovative campus wide solutions to complex financial and business matters, maximizing value to the University community.

Mail Processing - Outgoing Functions

 • Sort outgoing mail from campus departments, offices, and/or work units into established Mail Services breakdown schemes.

 • Operate automated mail processing equipment and billing systems.

 • Maintain accurate outgoing mail volume records. Maintain outgoing meter inventory control through established processing guidelines.

 • Record all outbound accountable service mail according to  USPS regulations including date of processing, addressee, accountable number, or identifying mark, description of item, and total postage and fees.

 • Prepare and maintain First Class Presort and Air Mail volume records and vendor mail pickup and delivery receipts.

 • Provide basic maintenance and cleaning of metering equipment on a daily basis; report major equipment failure to Manager or appropriate service vendor.

 • Assist with answering telephone for Outgoing Mail unit and assist customers as needed.

40%

Mail Processing -- Incoming Functions

 • Sort and case incoming mail for various University offices, departments, and/or work units according to established Mail Services sorting schemes (updated daily).

 • Utilize departmental mail breakdown or distribution procedures - make distinctions in and sort received mail as to category or classification for prioritizing and handling.

 • Maintain accurate incoming mail volume reports.

 • Record all Accountable Service Mail, such as Certified, Registered, Insured, and Express, according to USPS regulations including date of delivery, addressee, accountable number or identifying mark, signature of person or agent, and description of item.

 • Assist with answering telephones for the Incoming Mail unit and assist customers as needed.

40%

Mail Pickup and Delivery

 • Pickup mail from USPS, University offices, departments, and/or work units according to established mail separation (breakdown) procedures: mail classified as Campus Mail, US Mail to be metered and processed; Stamped Mail, Special Services Mail, Accountable Mail, and Miscellaneous Mail. Must deliver processed outgoing mail to local Post Office and ensure that Presorted First Class and Air Mail are picked up by respective vendors.

 • Prepare route mail bags, tubs, and trays for sequential mail delivery according to departmental route schemes (updated daily).

 • Deliver route and/or processed mail to USPS, University offices, departments, and/or work units according to established route schedules. Mail to be delivered in separate letter and parcel bundles to facilitate interoffice processing; mail to be delivered in cages, tubs, trays, and gurneys to local Post Office or General Mail Facility.

 • Operate a University motor vehicle to transport mail between Mail Services, USPS, and campus departmental areas.

 • Provide postal supplies, equipment, and other related materials to the University mail system users as needed.

 • Make special pickups of either time-sensitive materials or of large, bulky, and occasionally heavy mail items, parcels, or mail bags from the USPS, various University offices, departments, and/or work units according to need as assigned by floor supervisor or Manager (updated daily).

 • Maintain clean and neat individual and sectional work areas to facilitate mail processing and the rotation of personnel.

 • Record vehicle mileage and provide information to Supervisor regarding vehicle condition and basic vehicle maintenance needs.

20%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Two years of experience in the handling of campus and U.S. mail, including a working knowledge of postal regulations and postal rates.

Required

Driver License

•

Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles.

Required

Ability to type with accuracy and moderate speed to input data into mail processing and billing systems.

Required

Skill in reading and understanding documents written in standard English text such as departmental policy and procedure guidelines.

Required

Demonstrated knowledge of USPS rates and regulations and their application to mailable items.

Required

Ability to establish and maintain cooperative working relationships with co-workers, departmental (staff) personnel and other employees.

Required

Ability to perform tasks accurately in a timely manner and under frequent changes in priorities and deadlines.

Required

Ability to perform frequent walking, standing, bending, stooping; to lift, lower, and carry mail weighing up to 50 pounds; and to grip, lift, push, and pull mail gurneys and cages over various obstacles (curbs, steps, ramps).

Required

Ability to understand USPS postal terminology and account numbers on mail items to determine proper and accurate mail processing.

Required

Skill in basic math to do simple arithmetic computations to assist in preparing mail, volume data, vehicle mileage, and selling postal products and services.

Required

Ability to listen to, understand, and follow through on both oral and written requests and assignments.

Required

 Ability to operate a cash register, handle cash, and provide accurate change in order to sell USPS mail products and services, such as stamps, money orders, and Registered, Certified, Insured, and Express Mail.

Required

Knowledge of UCLA campus, departments, and Medical Center.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

UCLA Campus

•

Mail gurneys, cages, and other similar objects.

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.