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.

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. 

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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.

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