A Mail Clerk is responsible for managing an organization's incoming and outgoing mail operations, ensuring efficient distribution and proper handling of all correspondence. This role is vital for maintaining smooth internal communication flow and supporting the company's operational efficiency.
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What is a Mail Clerk?
A Mail Clerk is an administrative professional who specializes in handling all aspects of an organization's mail system. They are typically entry-level positions found in various settings including corporate offices, government agencies, and educational institutions. Mail Clerks play a crucial role in maintaining organized communication channels within an organization by ensuring that mail and packages are properly sorted, distributed, and processed according to established procedures and security protocols.
What does a Mail Clerk do?
Mail Clerks perform several essential functions including sorting incoming mail and packages by department or recipient, distributing mail to appropriate personnel throughout the organization, and processing outgoing mail with proper postage and documentation. They operate mail processing equipment such as postage meters and sorting machines, maintain accurate records of incoming and outgoing correspondence, and handle special mail services including certified mail and package tracking. Additionally, Mail Clerks often assist with basic office tasks, manage mailroom supplies, and ensure compliance with postal regulations and security requirements.
Job Overview
The Mail Clerk is responsible for managing the efficient and accurate distribution of all incoming and outgoing mail and packages within the organization. This role is critical to maintaining smooth internal communications and requires a high level of organization, attention to detail, and reliability.
Mail Clerk responsibilities include:
1. Sort and distribute incoming mail, packages, and interoffice correspondence to appropriate departments and individuals.
2. Process outgoing mail, including weighing, applying correct postage, and preparing packages for carrier pickup.
3. Operate and maintain mailroom equipment such as postage meters, folding machines, and electronic scales.
4. Manage and update mail logs, tracking systems, and delivery confirmations for accountability.
5. Handle confidential and sensitive materials with discretion and in accordance with company policy.
6. Coordinate with external courier services (e.g., USPS, FedEx, UPS) for pickups and deliveries.
7. Perform routine inventory checks of mailing supplies and place orders as needed.
8. Assist with basic administrative tasks such as filing, data entry, and front desk coverage when required.
1. High school diploma or equivalent (GED).
2. Minimum of 1 year of experience in a mailroom, administrative support, or similar role.
3. Basic proficiency with Microsoft Office Suite (Outlook, Word, Excel).
4. Ability to lift and move packages up to 50 lbs.
5. Strong attention to detail and organizational skills.
6. Valid driver's license and reliable transportation (for potential errands).
Preferred Qualifications
1. Associate’s degree or certification in office administration or a related field.
2. Experience with mailroom management software or digital tracking systems.
3. Knowledge of USPS regulations and domestic mailing standards.
4. Prior experience in a corporate or large-scale office environment.
Bonus Skills
1. Bilingual skills (e.g., Spanish) to assist with diverse mail and correspondence.
2. Experience handling international shipping and customs documentation.
3. Familiarity with USPS Click-N-Ship, FedEx Ship Manager, or similar platforms.
4. Forklift certification or experience operating material handling equipment.
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