Title: State Mail Manager - 0P022

State Role Title: Gen Admin Manager I

Hiring Range: $68,000 - $78,000

Pay Band: 5

Agency: Department of General Services (DGS)

Location: Richmond, VA (Darbytown Road)

Agency Website: DGS.VIRGINIA.GOV

Recruitment Type: General Public - G

Job Duties

The State Mail Manager leads the Commonwealth’s centralized mail operations in direct support of the mission of State Mail Services: to provide secure, reliable, and cost-effective mail services that strengthen government operations and enhance service to the public. Guided by our vision to deliver modern, efficient, and trusted mail services for every state agency, this role oversees the full lifecycle of inbound and outbound mail for agencies across the seat of state government.

The position is responsible for establishing and managing all consolidated mail receiving and processing functions, maintaining operational control of the Commonwealth’s postal activity, and ensuring strong security practices throughout the process. Responsibilities include short- and long-term planning, analyzing and improving workflow, organizing distribution operations, and supervising State Mail Services personnel. The role also oversees the maintenance of all mail vehicles and postal-related equipment, coordinates scheduling, and ensures full compliance with federal postal regulations, state policies, and internal procedures.

The position serves as the primary point of coordination for customer agencies, resolving postal, interoffice, and distribution issues to maintain prescribed service levels and a high standard of customer satisfaction. It also contributes to the development and implementation of Continuity of Operations (COOP) plans, ensuring uninterrupted mail and postal services during emergencies or other disruptions.

Administer and oversee all consolidated mail operations supporting approximately 90 agencies across the seat of state government in Richmond. Ensure timely and accurate processing of all inbound and outbound mail. Provide compliance oversight, training, and practical guidance to vendors, customers, management, and mail room staff on mail regulations and applicable state policies and procedures.

Minimum Qualifications

• Extensive knowledge of U.S. Postal Service regulations, policies, and operational standards, including requirements for handling sensitive and confidential mail.
• Strong organizational, interpersonal, and team-building skills to create a cohesive, accountable, and service-focused work environment.
• Valid Driver’s License required
• Excellent oral and written communication skills, including the ability to prepare clear reports, operational guidance, and professional correspondence.
• Demonstrated customer service skills with the ability to collaborate effectively with approximately 90 state agencies, vendors, and stakeholders.
• Experience with billing, invoicing, and financial reconciliation, ensuring accuracy, transparency, and timeliness in all related processes.
• Proficiency in evaluating and implementing mail security protocols, including risk assessment, safety standards, and compliance with state and federal requirements.
• Strong leadership experience, including staff supervision, coaching, performance management, and fostering a positive workplace culture.
• Ability to manage day-to-day operations of a complex postal environment, including workflow oversight, resource allocation, and operational problem-solving.
• Technological proficiency, including familiarity with mail automation systems, tracking/scanning tools, Pitney Bowes software, reporting dashboards, and emerging postal technologies.
• Analytical skills to evaluate operational data, identify inefficiencies, and implement continuous improvement strategies that enhance service delivery.
• Experience with process development and modernization, including SOP creation, workflow redesign, and application of Lean or continuous improvement methodologies.
• Understanding of budget management and cost-effectiveness, including vendor evaluation and resource planning to support sustainable operations.
• Ability to lead teams through organizational and technological change, providing guidance, stability, and clear communication throughout modernization efforts.
• Knowledge of Continuity of Operations (COOP) requirements and the ability to maintain essential mail services during emergencies or disruptions.
• Commitment to ethical conduct and confidentiality, ensuring secure handling of all mail, data, and sensitive information.
• Skill in tracking, evaluating, and reporting performance metrics, ensuring decisions are informed, transparent, and aligned with service-level expectations.

Additional Considerations

• Experience managing large-scale or centralized mail operations within a government, corporate, or high-volume service environment.
• Familiarity with postal automation systems, mail-tracking software, barcoding, scanning technologies, and digital workflow tools.
• Experience managing budgets, monitoring expenditures, and ensuring cost-effective use of operational resources.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

The selected candidate must pass a criminal background check and must pass a fingerprint-based criminal background check.

Completion of Statement of Economic Interest is required prior to first day of employment.

Applicants that indicate they have preferential hiring rights in the form of a yellow form or blue card must submit these to our office prior to the closing of the posting, in accordance with DHRM policy 1.30. Please note that only current and former employees of the Commonwealth of Virginia that will be or have been laid off are eligible for preferential hiring rights.

Sponsorship will not be provided for this position now or in the future. Confirmation of eligibility to work will be required at time of hire.

Notice: DGS will record information from each new employee’s Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization.

Fax, e-mail or mail applications will not be accepted. The online state application must contain all required information and fully respond to questions to be considered for this job opportunity. For assistance or computer access, please visit your local Virginia Employment Office or contact our office jobs@dgs.virginia.gov or 804-786-3910.

Applications will be accepted until a suitable pool of candidates is received. After 5 business days, this position may be closed at any time.

The Virginia Department of General Services is an equal opportunity employer. Minorities, individuals with disabilities, Veterans, and individuals with AmeriCorps, Peace Corps, and other national service experience are encouraged to apply.

Applicants in need of accommodation during the application and/or interview process may contact DGS at 804-786-3910 for assistance.

Contact Information

Name: DGS Human Resources

Phone: (804) 786 - 3910

Email: Jobs@DGS.Virginia.gov 

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.