ICBA Specialist, Mailroom & Production

The Independent Community Bankers of America (ICBA)’s guiding mission is to create and promote environments where community banks flourish. We are:

• Dedicated advocates providing community bankers, policymakers and the public with authoritative insights and resources to support and strengthen community banking.


• Knowledgeable, applying their expertise to offer personalized service that addresses the distinct challenges and opportunities facing community banks.


• Community-centered, driving meaningful change that strengthens community banks and the communities they serve. We turn commitment into action and deliver real results.

ICBA’s workplace culture is built on our core values:

• Caring -We support and prioritize your well-being and professional growth.


• Connected - We foster strong relationships that create meaningful impact.


• Collaboration – We are team-oriented and results driven where diverse perspectives are valued, and innovative ideas are encouraged to achieve our common goals.

Summary

The Specialist, Mailroom & Production role involves cross-office collaboration to oversee the planning and execution of print and mail projects, including board books, seminar workbooks, convention materials, and magazine distributions. The position recommends cost-effective solutions for materials and postage, ensures proper upkeep of office equipment, and coordinates inventory and supply orders based on organizational needs. Additionally, the Specialist supervises temporary staff during high-volume projects such as state conventions and large-scale mailings.

Duties & Responsibilities

• Coordinate flex temporary help for larger mailings or assembly projects (currently nine staff).


• Operate, support & maintain all equipment including: Copiers, bar-coder/labeling machine, folders, cutter, postage meter, printer, and shredder


• Mailing preparation and coordination of association-wide materials:
  
  
  
  • Import files workup, labels/envelope labels, insert materials, postage, postal software coordinating with post office, ordering postal supplies, assist departments with quotes on in-house mailings.
  
  
  
  


• Production of association-wide materials including but not limited to:
  
  
  
  • Copy monthly/bi-monthly/quarterly newsletters.
  
  
  • Run copies upon request for all areas.
  
  
  • Supervise/assemble education workbooks.
  
  
  • Support all departments and outside offices with copying/folding/labeling/ordering supplies/shipping/packaging tasks.
  
  
  • Fulfill ICBA merchandise store orders.
  
  
  • Complete Project Analysis reports and coordinate with accounting.
  
  
  • Process the postage due report.
  
  
  • Printing/packing and shipping for ICBA LIVE.
  
  
  • Other materials, as necessary.
  
  
  
  


• Shipping of company-wide materials:
  
  
  
  • UPS/entering data and packaging; Fed-Ex/entering data and packaging; USPS; Freight companies.
  
  
  • Order all shipping supplies.
  
  
  
  


• State Conventions - Coordinate with state association staff and ICBA staff attending convention, ship materials to hotels and shipping companies, oversee update of Congressional delegation for printing report to send to state convention, assist with mailing royalty checks, Sauk Centre Herald for presentation checks.


• Oversee the mailing of complimentary copies of IB Magazine, coordinate with IT for enter numbers into Magazine Monthly, and assist with updating Statement of Ownership.


• Work with equipment maintenance vendors and other vendors, as necessary.


• Order and keep inventory of office supplies.


• Coordinate with marketing to order stationery supplies for multiple ICBA offices.


• Assist with budget for all production area copiers, folders, cutters, postage machines.


• Organize and keep the production room clean and organized.


• Back-up phone reception duty as needed and time permits.


• Process daily mail.

Qualifications

• High School diploma or GED.


• Excellent telephone, email, and written customer services skills.


• Friendly, responsive, expeditious and helpful customer service skills are a must.


• Computer skills necessary, proficient in the Microsoft office suite, especially in Word (mail merging) and excel, email and internet usage. Database skills a plus.


• Proficiency in equipment/office machine operations including the use and maintenance of printers, copiers, postage machines, scanners, etc.


• Skilled in shipping software and requirements such as UPS, FedEx, USPS.


• Experience in postal requirements such as bulk mailing, labeling, and batches.


• Ability to multi-task in a fast-paced and demanding environment.


• Strong time management skills and highly organized.


• Keen attention to detail.


• Collaborates with printing, shipping, and other vendors to ensure timeliness and cost effectiveness is achieved.


• Inventory management experience to track production room supplies is preferred.


• Ability to problem solve when challenges arise due to system malfunctions, adjusted timelines, and last-minute changes.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to move throughout the building; sit; use hands to handle or feel objects, tools or controls; reach with hands and arms; balance; and talk or hear. The employee must occasionally lift or move up to 45 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Compensation and Benefits

ICBA offers competitive compensation and benefits and is conveniently located in the nation’s capital. The target annual salary range for this role is currently $45,000 to $55,000 based on a regular, full-time schedule. The amount of compensation offered will be determined by several factors, including but not limited to experience, qualifications, market data and internal equity.

Equal Employment Opportunity

ICBA is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. ICBA does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.

Join ICBA and further your career while making a lasting impact!