Mail Clerk Job Description: Top Duties and Qualifications

A Mail Clerk, or Mailroom Clerk, is responsible for organizing and distributing mail among departments within a corporation. Their duties include receiving mail from a postal worker, sorting mail by departments and distributing mail items to each department.

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Mail Clerk Duties and Responsibilities 

Mail Clerks are responsible for a variety of tasks throughout the work day. The common duties and responsibilities of a Mail Clerk include:

  • Sort and collate incoming and outgoing mail.
  • Weigh mail to determine the correct postage.
  • Open mail addressed to the office and discard junk mail.
  • Record register mail.
  • Use fax and scanning machines.
  • Check for contraband.
  • Time/date stamp all incoming/outgoing mail.
  • Handle the cashing and issuing of money orders.
  • Help customers complete change of address and mail hold forms.
  • Sell postage stamps.

Mail Clerk Job Description Examples

 

Example 1

The Mail Clerk will handle receiving, delivering and processing shipments. Receive and distribute freight packages from carriers such as UPS, FedEx and other small motor freight deliveries. * Duties & * * Process all incoming and outgoing mail * Sort and deliver incoming mail and packages * Work with the Receiving Department and physically distribute mail and packages by cart or dolly to various departments throughout the building. * Answer requests for pickup of interoffice mail and deliver accordingly. * Process packages for overnight delivery and special handling through UPS, FedEx and USPS. * Maintain logs and paperwork for follow up and tracking purposes. * Other duties as assigned. * Education & Experience: * * High school diploma or equivalent * Previous mail processing experience preferred * Must be able to read, write, and speak English * Bilingual preferred * Experience using Microsoft Office (Word, Excel, Power Point and Outlook) * Minimum typing required * Skills & Abilities: * * Must be able to lift packages, sacks, trays and tubs of mail up to 40 lbs repeatedly throughout the day. * Must be able to occasionally cart packages weighing 100+ lbs * Must bend, stoop and kneel frequently * Must be able to spend a large part of the day standing up and moving around * Must be able to calculate basic math equations * Must be able to work under pressure with the ability to meet deadlines and goals * Need organizational skills. * Must have well developed interpersonal skills Job Type: Full-time

Example 2

*Job description* Multi-state legal recoveries firm seeks an entry level Document Processing Clerk to join our rapidly growing operations team. *Document Processing Job Responsibilities* * Processing all incoming legal documents with urgency and accuracy * Prepare documents for delivery to clients or internal staff ensuring all requisite attachments are present * Sorting, packaging and mailing legal documents * Recording information in the Firm’s case management system *Required Skills* * Proficient with Microsoft Office Suite * Previous data entry, document processing, or mailroom experience in a professional setting * Detail oriented * Ability to effectively communicate at all levels of the organization and with outside vendors * Ability to work independently, with limited oversight * Familiar with legal terminology * 1-2 years legal office experience *_Salary dependent upon qualifications._* Please visit *[website]* to learn more about the Firm. *_Must be able to pass a 10-year national background check and pre-employment drug screening._* Job Type: Part-time Pay: $14.00 per hour Schedule: * Monday to Friday Ability to * Virginia Beach, VA 23462: Reliably commute or planning to relocate before starting work (Preferred) Education: * High school or equivalent (Preferred) Work Location: One location

Example 3

This position is responsible for the timely delivery of mail and packages throughout the Zoo property. Will make occasional trips offsite to various locations such as the local post office, UPS Warehouse, etc. Will provide clerical backup to Administrative Specialists and assist with reception duties. Will assist with various administrative tasks as assigned by the Chief of Staff. *Essential Functions* * Delivery of packages of various weight and size to multiple locations throughout the Zoo using a company vehicle including some offsite locations such as the Administration Building. * Handle delivery of live food such as crickets and mealworms. * Run items like Adopt-An-Animal gift baskets from Administration to the Zoo Main Entrance. * Log and track packages daily as received. * Breakdown cardboard boxes and dispose of them in proper recycling containers. * Monitor and restock supplies throughout Administration Office. * Replace empty 5-gallon water bottles when needed. * Cover reception staff breaks and lunches. * Assist in answering incoming calls in a high-volume environment while maintaining a friendly and professional manner. Assist callers in routing them to the appropriate party * Assist guests by greeting, welcoming, and directing them appropriately; notifying company personnel of visitor arrival. * Assist Communications Lead during emergencies, documenting information and communications. * Perform administrative duties, including photocopying, filing, and other tasks as needed. * Performs other duties as assigned. Job Requirements* * Ability to lift up to 30 pounds frequently, 50 pounds occasionally. * Must have valid driver’s license. * Must maintain a clean driving record. * Must be able to operate an automatic vehicle safely. * Must be able to use a dolly to transport packages of various weight and size. * Must be able to use a multiline telephone. * Must be familiar with use of Microsoft Outlook and Office 365 *Physical Requirements* These are physical and mental requirements of the position as it is typically performed. Inability to meet one or more of these physical or mental requirements will not automatically disqualify a candidate or employee from the position. Upon request for a reasonable accommodation, the Zoo may be able to adjust or excuse one or more of these requirements, depending on the requirement, the essential functions to which it relates, and the proposed accommodation. * The employee is regularly required to lift and/or carry up to 30 pounds, and occasionally up to 50 pounds. * This position is regularly required to bend, stoop, crouch, and kneel; use hands and arms. * Close visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computer terminal, and extensive reading. Color perception is also required. * Ability to receive detailed information through oral communication (in person and via telephone), at normal speaking levels with or without correction. * Expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken information to others in individual and small group settings. * Hand and finger dexterity sufficient for typing and other administrative tasks. *Work Environment* * This position is based out of the Zoo Administration Building which is located across the street from Roeding Park and will travel daily to Zoo grounds. * This position will drive a company vehicle daily. * This position functions both indoors and outdoors, with potential exposure to heat, cold, and inclement weather. * This position regularly works with others including Zoo executives and employees. * Local travel required. Location: 894 W Belmont Ave, Fresno, CA [phone number] Job Type: Full-time

Example 4

If you are someone who: * is looking for a new employment opportunity but doesn’t have a lot of experience in the Legal field * enjoys completing daily tasks * enjoys working on a team in an exciting high-pressure environment * and is looking for a company that can provide opportunity for future development The below position may be a great fit for you! Schreiber Law, LLC is a small but busy debt collections law firm located in Salem, New Hampshire with a legal footprint that covers many New England states. The Legal Department is looking to hire multiple Legal Assistants. *Qualified candidates must successfully pass new employee screening. Prior experience in the Legal field is preferred but NOT required. * *The primary responsibilities of this position include but are not limited to: * · Processing daily mail (incoming/outgoing mail and overnight packages). · Distributing mail and packages to employees and obtain signature. · Making bank deposit and post office trips. · Processing mail in electronic form to clients and other employees. · Entering data into the firm’s system of record. · Scanning documents and converting emails into local media. · Greeting, interacting with and signing-in visitors/clients, escorting vendors. *A successful candidate for this role would possess the below qualities: * * Ability to work in a fast-paced environment. * Able to adapt to shifting daily priorities. * Strong attention to detail. * Strong communication skills. * Ability to work as well as on a team. * Desire for professional and personal growth. The firm offers the following for benefits: * 401k Matching * Health Insurance * Dental Insurance * Paid Time Off (New Employees Accrue 12 Days Per Year!) * Holiday Pay We are seeking a hardworking, independent, self-motivated, responsible employee who is eager to learn. Schreiber Law, LLC provides Equal Employment Opportunity for all individuals regardless of race, color, religion, gender, age, national origin, marital status, gender identity, sexual orientation, status as a protected veteran, genetic information, individuals with a disability, and any other basis protected by federal, state or local laws. EEO/AA Disabled/Vet. **No Agencies or Phone calls* Job Type: Full-time Pay: $17.00 - $18.00 per hour Schedule: * 8 hour shift Education: * High school or equivalent (Preferred) Work Location: One location

What Does a Mail Clerk Do?

Mail Clerks typically work for corporations across industries to oversee the administrative task of delivering mail to departments and individuals within their company. They use their knowledge of the building’s layout to devise a mail route based on delivery needs. Their job is to maintain an organized mailroom with stamps, envelops and other items. They also collect mail from each department to send out to business partners, customers and other recipients. They may also work with a team of mail clerks to distribute mail among departments in larger companies to minimize delivery time.

Mail Clerk Skills and Qualifications 

Mail Clerks should be focused and independent, able to interact with customers as well as other Mail Clerks and Mail Carriers. They should be patient and willing to complete tasks that might become tedious. Here are other skills a Mail Clerk should have:

  • Working well in high-pressured environments
  • Computer skills
  • Written, verbal and interpersonal communication
  • Ability to work alone
  • Ability to meet deadlines

Mail Clerk Salary Expectations

The average Mail Clerk makes $14.06 per hour. The amount a Mail Clerk gets paid depends on the level of experience as well as the budget or the company or organization they get hired by. The typical tenure for a Mail Clerk is one to three years. 

Mail Clerk Education and Training Requirements

Mail Clerks are not required to possess a college degree of any kind. However, they are required to possess a high school diploma or a GED. Additionally, they are required to pass a written exam that tests reading accuracy and speed. Those who score higher on this exam are given priority with regards to new openings and preferred routes. 

Mail Clerk Experience Requirements

In order to become a Mail Clerk, applicants must be a U.S. citizen or permanent resident or citizen of a U.S. territory. They must be able to pass a drug test, as well as a background check and medical assessment. On the job training is typically a prerequisite for working as a Mail Clerk, with very few exceptions. Most Mail Clerks begin as part-time employees and slowly work their way into a full-time position once they have enough training and experience. Additionally, they are also required to take refresher courses as well as equipment training for new equipment as necessary. 

Job Description Samples for Similar Positions

If this Mail Clerk description wasn’t exactly what you’re looking for, the following are a couple of similar positions to consider:

Frequently asked questions about Mail Clerks

 

What is the difference between a Mail Clerk and a Mail Carrier?

The difference between a Mail Clerk and a Mail Carrier is that Mail Clerks work for corporations to distribute and collect mail. In contrast, Mail Carriers work for post offices and typically drive a mail truck to distribute and collect mail at rural or suburban properties. Mail Clerks and Mail Carriers may have daily interactions with one another when Mail Carriers deliver mail to a business or office park.

 

What are the daily duties of a Mail Clerks?

On a typical day, a Mail Clerk starts by making rounds to all departments to collect mail items or packages that need to be sent out that day. They greet Receptionists and interact with other company employees as they complete this task. They place all collected mail items in the outgoing mail container and take inventory of mailroom supplies. Throughout the day, they receive phone calls from employees asking if they have items like stamps, postal boxes and packaging tape and they deliver those items to them accordingly. 

At a particular time each day, they greet the Mail Carrier and help them unload mail to place in the mailroom. Before the Mail Carrier leaves, they provide them with outgoing mail items. They sort through delivered mail and organize them into department boxes. Mail Clerks then use a mail cart to distribute mail to each department and place items in specific mail slots.

 

What qualities make a good Mail Clerk?

A good Mail Clerk is someone who is well-organized. This quality helps them maintain a clean workspace and mail sorting system. They also need to have a good memory to remember the layout of the building and connect recipient names with that of specific departments. Mail Clerks should be physically fit to push a mail cart for of mail items and carry large packages. Further, a good Mail Clerk should have a personable manner that enables them to engage in positive interactions with company employees at various levels.

 

Who does a Mail Clerk report to?

The Mail Clerk typically reports to the Mailroom Manager. These professionals oversee a team of Mail Clerks in large corporations to ensure timely mail delivery and collection. Mail Clerks may also report to the Mailroom Supervisor in the absence of a Manager for task delegation and guidance.

Job Description Examples

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