Mail Services Supervisor

Goldberg Segalla LLP, a national law firm with more than 23 offices in 11 states, has an immediate opportunity for a Mail Services Supervisor in its Buffalo office The Mail Services Supervisor is responsible for overseeing daily Central Mail operations, ensuring the accurate, timely, and confidential processing of all incoming and outgoing mail for the firm.

POSITION SUMMARY: This position works closely with Records, Cash Applications, Accounts Payable, attorneys, and administrative staff. The role requires strong organizational skills, effective communication, attention to detail, and the ability to prioritize and multitask in a fast paced environment while providing leadership and operational oversight.

ESSENTIAL JOB FUNCTIONS:
• Supervise and support daily mailroom operations, ensuring timely processing, sorting, and delivery of all firm payable checks, returned checks, settlement checks, and other sensitive materials.
• Oversee the handling of high priority mail types, including bankruptcy, audit, and grievance mail, ensuring correct identification, scanning, notification, and secure processing.
• Monitor the mailroom throughout the day for additional incoming items and resolve misdirected or incomplete mail.
• Manage tracking, safeguarding, and logging of settlement checks and ensure proper communication with attorneys and support staff.
• Review and assign ServiceNow queue items and manage backlog distribution among team members.
• Approve time off and flex time requests, verify staffing levels, and ensure accurate updates to team calendars.
• Create and delete FedEx accounts for staff and distribute office account numbers as needed.
• Ensure accurate processing of invoices, attorney personal mail, and other miscellaneous items.
• Maintain an organized, clean, and efficient mailroom environment; ensure timely distribution of mail and clearance of mail carts and cubbies.
• Enter weekly metrics into performance tracking systems and ensure all documentation is accurate.
• Communicate daily mail arrival and coordinate pick ups or coverage as needed.
• Respond to urgent or unexpected operational issues and questions from legal staff with clear direction and sound leadership in resolving day-to-day challenges.
• Ensure all processes are completed in alignment with confidentiality, compliance, and firm-wide standards.

REQUIRED SKILLS/ABILITIES & EXPERIENCE:

• Associate’s degree or relevant experience in mail services, office operations, or administrative supervision.
• Strong communication skills.
• Proven organizational and time management skills with the ability to oversee multiple concurrent tasks.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work independently with minimal supervision and collaboratively within a team.
• Professional ability to respond to sensitive, confidential, or adversarial inquiries.
• Reliable, detail oriented, and committed to accuracy and operational efficiency.
• Willingness to work beyond standard business hours when necessary.
• Supervisory or lead experience preferred but not required.

Goldberg Segalla isn’t merely a business—we’re a community. We value the diversity of our team and strive to create a collaborative and enjoyable culture for everyone, where leadership is rewarded, and efficiency, mutual respect, and working together for the common good are traits we all embody.

Goldberg Segalla is a national civil litigation firm with offices spanning major metro markets across the U.S., providing strategic coverage wherever our clients do business. As a firm of experienced litigators and trial attorneys, Goldberg Segalla's capabilities span business and commercial disputes, employment and labor, insurance coverage, product liability, and more. Today, our more than 500 attorneys are trusted counselors to public and private clients in key sectors and industries including construction and energy, transportation, manufacturing, retail and hospitality, and insurance.