Mail Clerk Job Description Template

Use this Mail Clerk job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Mail Clerk Job Description Template

Job Brief

We are looking for a Mail Clerk to handle, sort and distribute envelopes and packages.

In this role, you should be diligent and reliable. You should have attention to detail, good literacy skills and the ability to remain calm and productive when handling urgent mail or postage mistakes.

Your goal will be to ensure our mail reaches its recipients in good condition.

Responsibilities

  • Sign for incoming registered or certified mail
  • Sort mail by department, location or category (e.g. bills, notices, personal)
  • Stamp and record date of receipt and sender’s name
  • Keep records of incoming packages, including their weight, return address and description
  • Collect and prepare correspondence to be mailed (e.g. applying appropriate stamps, verifying addresses)
  • Correct and reforward misdirected mail
  • Arrange for express delivery when needed
  • Distribute mail to individuals or departments
  • Track mailroom supplies (e.g. stamps, envelopes, address labels)

Requirements

  • Proven experience as a Mail Clerk or Office Clerk
  • Experience with mail sorting and postage meter machines is a plus
  • Good computer skills
  • Well-organized, with sharp attention to detail
  • Ability to work under pressure
  • Good communication and literacy skills
  • High school diploma preferred

What does Mail Clerk do?

A Mail Clerk is responsible for receiving, sorting, and distributing mail within an organization. On a day-to-day basis, their tasks may include:

  1. Receiving incoming mail and packages: The Mail Clerk is responsible for collecting mail from the designated areas, signing for packages, and recording details such as sender information and tracking numbers.

  2. Sorting mail: The Mail Clerk sorts incoming mail by department, location, or individual recipients. They may use sorting machines, computer systems, or manual methods to ensure accurate distribution.

  3. Distributing mail: After sorting, the Mail Clerk ensures that each piece of mail reaches the appropriate recipient or department within the organization. They may use mail carts or other delivery methods to distribute mail efficiently.

  4. Dispatching outgoing mail: The Mail Clerk collects outgoing mail from various departments, ensuring proper postage, addressing, and packaging. They may also coordinate with courier services or external mail carriers as needed.

  5. Recording and tracking: Mail Clerks maintain detailed records of incoming and outgoing mail, including registered or certified mail. They may use computer systems or physical logbooks to track packages and monitor delivery statuses.

  6. Handling internal mail: In larger organizations with multiple branches or departments, the Mail Clerk may be responsible for sorting and distributing internal interoffice mail or correspondence.

  7. Managing mailroom supplies: The Mail Clerk monitors and orders supplies such as envelopes, postage stamps, labels, and other mailing materials to ensure a seamless flow of mail operations.

  8. Addressing inquiries: Mail Clerks may assist with sorting out mail-related issues, such as misdirected mail, lost parcels, or queries from staff regarding mail delivery or procedures.

  9. Maintaining confidentiality: Mail Clerks handle sensitive and confidential information, so they must ensure mail is delivered securely and with utmost privacy.

  10. Assisting with other administrative tasks: Depending on the organization's size and requirements, the Mail Clerk may also provide support with general administrative tasks, such as filing documents, answering phone calls, or managing office supplies.

It's important to note that the specific duties of a Mail Clerk may vary depending on the organization and its needs.

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