Mail Clerk

Role overview

The mail clerk will handle the flow of incoming and outgoing mail, ensure items are delivered to the right departments, and collect outbound mail from across the building. The role also includes preparing materials from different departments for daily mailing runs and coordinating with other mailroom staff and departmental assistants as needed.

Key responsibilities

• Process incoming and outgoing mail by postmarking, sorting, opening, collating, date stamping, recording, picking up, inserting, delivering, and sealing items, either by hand or with equipment.
• Distribute mail throughout the building and gather outgoing mail from all departments.
• Prepare departmental materials for daily outgoing mailings.
• Track, log, and submit daily mailroom processing statistics and paperwork records.
• Operate mailroom machinery and other related equipment.
• Pick up and deliver mail using the company vehicle when required.
• Keep the mailroom and its equipment clean, organized, and in working order.
• Maintain strict confidentiality for documents and materials in progress, whether draft or final.
• Check delivery contents for completeness and any signs of damage.
• Maintain computerized spreadsheets and production logs.
• Restock, inventory, and order mailroom supplies as needed.
• Communicate with internal departments based on business needs and other assigned duties.

Qualifications and experience

• High school diploma or GED is required.
• At least 6 months of experience in mail processing or mail servicing is required, or an equivalent 6 months of experience that provides the same skills, knowledge, and abilities.
• Preferred background includes 6 months of experience in mail processing or servicing.
• Applicants should be organized, detail-oriented, comfortable with repetitive work, and able to verify numbers accurately.
• Basic computer knowledge is needed, including accurate alpha-numeric data entry.
• Strong communication, time management, and mathematical calculation skills are important.
• Ability to maintain confidentiality and protect document security is essential.
• A valid driver’s license is required.
• Must be able to lift or move objects weighing 35 lbs or more without assistance.
• The role may involve standing, bending, squatting, kneeling, and moving around the building or traveling locally.

Working conditions

This is an office-based role with no unusual hazards. The work may be physically demanding and can require regular movement within the building and trips to the post office. Local travel may be part of the job, and all safety procedures must be followed carefully.

Additional information

The responsibilities listed here reflect the general nature and level of work for this position, but they are not a complete list. Depending on business needs, additional related duties may be assigned. This job description is not a contract of employment.

Important notes

Contacts for this role may include other mailroom employees and departmental assistants. The position requires careful handling of materials and adherence to confidentiality standards throughout the work process.