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April 2021
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Mail Room & Correspondence Manager – Senate Democrat

Democratic Senator is seeking a Mail Room and Correspondence Manager to oversee the mail operation and portions of the legislative correspondence process. This position will report to the Legislative Director and Chief of Staff and is responsible for managing and processing incoming and outgoing communications, working closely with the legislative staff to ensure appropriate and timely responses. This position coordinates with the Director of Constituent Services to manage, organize, and archive the Constituent Management System. Additional responsibilities include: editing and approval of outgoing letters (in all cases for grammar and typographical errors) and in cases where policy responses are being updated, as well as setting standards for ensuring approved letters are updated often;  flag sensitive correspondence for the Chief of Staff and Legislative Director and managing the process of responding to the inquiry, including approval from COS and LD before the correspondence can be sent out; developing, implementing, and managing legislative archiving history of key accomplishments; managing processes, buck process for agencies, out-of-state referrals, incoming faxes, and state office legislative mail; overseeing mailroom, setting mailroom priorities, ensuring smooth processes for daily incoming and outgoing mail, and meeting mailroom goals; serving as point of contact for any question, problem, or project relating to correspondence; opening, dating, stamping, and sorting all incoming mail; reviewing all incoming mail and assigning to appropriate staff or sending to Printing and Graphics (PGDM) to be scanned into Intranet Quorum (IQ), reviewing mail printed offsite to be sent as franked mail, separating improper mail and reprinting any mail that is incorrectly formatted, printing small batches of outgoing mail in-house; entering constituent information for petitions into contact groups, assigning and sending out approved response, working with LC to determine proper response for new campaigns; maintaining organized records of constituent correspondence; and assisting with writing and editing personal correspondence, event and program book letters, congratulatory letters, greetings, and proclamations. Please e-mail a cover letter and resume to with 223607 as the job referral number in the subject line.

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