Supervisor, Mail Management

Contract Type
Library & Records Management
Date Posted
Expiry Date
Applications are invited from suitably qualified candidates to fill the position of Supervisor, Mail Management (Level 4) in the Tax Administration Jamaica (TAJ).

Job Purpose

The incumbent will be responsible for:

  • Providing an efficient and effective mail management programme;
  • Managing the timely receipt and dispatch of mails and correspondence;
  • Safeguarding all mails and correspondence being transmitted through the Mail Centre.


Key Responsibilities


  • Provides leadership, support and guidance to all staff to ensure that the Unit is effectively managed;
  • Co-ordinates the development of the Work Plan and supporting budget for the Section ensuring that all the relevant activities to be undertaken and required resources are considered;
  • Plans, co-ordinates and directs all the activities of the Section;
  • Establishes and enforces standards and rules of professional conduct for staff within the Section;
  • Ensures staff is aware of and operates in accordance with all relevant laws and policies;
  • Maintains effective working relations with external and internal stakeholders.



  • Prepares schedules for dispatch and retrieval of all mails and correspondences across TAJ;
  • Oversees the recording and tracking process of all mails entering and leaving the mail Centre;
  • Monitors the functions of mail management throughout TAJ;
  • Collaborates with key stakeholders in the development of mail hubs within the Revenue Service Centres;
  • Participates in developing mail management procedures;
  • Monitors and updates mail dispatch book;
  • Prepares registered and unregistered letters for dispatch to post office;
  • Plans and schedules rotating staff for activities within the mail Centre;
  • Organizes schedules to allow for smooth work flow and efficiency;
  • Ensures that all incoming correspondences are opened, sorted, dated and stamped (with the exception of those that are personally addressed and those coming from select offices);
  • Liaises with Fleet Manager in order to arrange dispatch and manages the retrieval of mails and other correspondences;
  • Assigns Records Officers to travel with driver to offices where mail must be delivered;
  • Ensures that all mails are dispatched and dispatch book signed by receiver;
  • Monitors the funds available on stamping machine and makes requests for additional funds to be placed on machine through the office of the Chief Financial Officer;
  • Stamps envelopes with relevant postal amount and dispatches for delivery;
  • Prepares and submits reports;
  • Performs any other duties as assigned by the Manager, Records.


Human Resource Management:

  • Develops and manages the Section’s Human Resource plan that addresses staff requirements and succession planning and liaises with the Manager, Records;
  • Manages Leave Administration for staff within Unit;
  • Participates in the recruitment of staff for the Section and ensures that they are aware of and adhere to the policies and procedures of the Department;
  • Conducts periodical reviews of supervisees in accordance with the Work Plan;
  • Completes final performance assessments of staff and recommends appropriate training and development programmes as necessary;
  • Initiates and participates in disciplinary proceedings relating to staff members within the section and implements corrective measures.


Required Knowledge, Skills and Competencies

  • Expert knowledge of mail management policies and procedures
  • Comprehensive knowledge of registry operations and records management
  • Knowledge of the relevant mail management systems
  • Sound knowledge in the use of Microsoft Office Suite
  • Excellent time management and organizing skills
  • Excellent communications and interpersonal skills
  • Strong judgement and problem solving skills
  • High levels of confidentiality


Minimum Required Qualification and Experience

  • Bachelor of Science Degree in Archives Studies, Records Management or equivalent qualifications;
  • Three (3) years related work experience.


Salary range $1,572,099 – $1,933,484 per annum and any applicable allowance(s)


Please note that only shortlisted applicants will be contacted

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