Mail Clerk Job Description [Updated for 2025]

In the fast-paced world of business communication, the role of mail clerks is often understated yet vital.

As business operations evolve, the need for organized, meticulous minds who can manage, distribute, and streamline our mail and package system becomes ever more crucial.

But let’s delve deeper: What’s truly expected from a mail clerk?

Whether you are:

• A job seeker trying to understand the key responsibilities of this role,
• A hiring manager outlining the perfect candidate,
• Or simply intrigued by the day-to-day tasks of a mail clerk,

You’ve come to the right place.

Today, we present a customizable mail clerk job description template, designed for effortless posting on job boards or career sites.

Let’s dive right in.

Mail Clerk Duties and Responsibilities

Mail Clerks are primarily responsible for managing and organizing the incoming and outgoing mail in an office, government agency, or other organization.

Their tasks involve sorting, distributing, and sending mail, as well as other clerical duties.

The typical duties and responsibilities of a mail clerk include:

• Sorting and distributing incoming mail to individuals or departments within the organization
• Preparing outgoing mail for distribution, including addressing, sealing, and affixing postage
• Operating and maintaining machines such as postage meters, envelope openers, and sorting machines
• Examining outgoing mail for appearance and sealing envelopes by hand or machine
• Keeping records of incoming and outgoing mail, including registered, certified, and express mail
• Assisting in the preparation of outgoing mail, including bulk mailings, by folding and inserting documents into envelopes
• Responding to inquiries about mail regulations and procedures
• Maintaining an inventory of mailing supplies and ordering new supplies as needed

 

Mail Clerk Job Description Template

Job Brief

We are seeking an organized and attentive Mail Clerk to manage our inbound and outbound mail.

The responsibilities of the Mail Clerk include sorting, recording, and distributing all incoming and outgoing mail, packages, and other shipments.

Our ideal candidate is familiar with the postal system and courier services, and can handle physical work.

The role of the Mail Clerk is to ensure that mail and packages are properly processed, recorded and distributed to the right recipients.

 

Responsibilities

• Sort and distribute incoming mail to individuals and offices
• Process and send outgoing mail and packages
• Maintain records of incoming and outgoing mail
• Arrange for courier services to deliver packages
• Ensure delivery of outgoing mails to courier service and postal offices
• Handle sensitive and confidential information with discretion
• Assist with office tasks and provide administrative support as needed
• Adhere to and implement company policies regarding mail handling

 

Qualifications

• Previous experience as a Mail Clerk or in a similar role
• Knowledge of mail processes and procedures
• Good organizational and multitasking abilities
• Strong attention to detail
• Physical ability to lift and carry heavy packages and mail sacks
• High school diploma or equivalent is preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off

 

Additional Information

• Job Title: Mail Clerk
• Work Environment: Office setting with physical handling of mail and packages. Some lifting may be required.
• Reporting Structure: Reports to the Office Manager or other management personnel.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $22,000 minimum to $35,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Mail Clerk Do?

Mail Clerks are primarily found in businesses, agencies, or institutions that have high volumes of correspondence, such as hospitals, law firms, or government offices.

The primary task of a Mail Clerk is to manage the organization’s incoming and outgoing mail.

This includes sorting mail by department or recipient, distributing mail to the appropriate individuals or departments, and preparing outgoing mail for shipping.

They also handle registered, certified, or insured mail and package deliveries.

Mail Clerks use postage meters to weigh and stamp outgoing mail and may also be responsible for maintaining records of sent and received mail.

They may be required to operate sorting machines for large volumes of mail and ensure that these machines are functioning properly.

In addition to handling physical mail, Mail Clerks may also be responsible for processing email correspondence, faxes, and other forms of electronic communication.

They are also often responsible for ordering office supplies, including envelopes, stamps, and other mailing materials.

They often work closely with the office manager or other administrative personnel to ensure smooth operations in the organization’s mailroom.

 

Mail Clerk Qualifications and Skills

A competent mail clerk should have the skills and qualifications that are necessary for the efficient operation of a mailroom, such as:

• Organization skills to keep the mailroom tidy and sort mail accurately into the correct departments or individual slots.
• Detail oriented to accurately handle incoming and outgoing mail and packages, including recording details, checking addresses, and tracking parcels as necessary.
• Physical stamina as the job often requires standing for long periods of time, as well as the ability to lift heavy packages.
• Time management skills to efficiently sort and distribute mail within set deadlines.
• Communication skills to interact effectively with coworkers, supervisors, and external couriers.
• Customer service skills to handle queries about mail services and resolve issues promptly and professionally.
• Basic computer skills for logging in received mail and packages, tracking deliveries, and for other necessary clerical tasks.

 

Mail Clerk Experience Requirements

Entry-level mail clerks typically require less than a year of experience, often gained through part-time or seasonal roles in mailrooms or similar environments.

This experience provides the necessary skills for sorting, delivering and managing mail and packages.

Candidates with 1 to 2 years of experience as a Mail Clerk may be more adept at handling larger mail volumes, operating various mailroom equipment, and tracking packages.

Those with more than 3 years of experience are often comfortable managing complex mailing systems, understanding postal regulations, and coordinating with shipping companies.

They may also have experience training and supervising junior staff.

Mail Clerks with more than 5 years of experience often show proficiency in administrative tasks, customer service, inventory management, and have a comprehensive understanding of mailing processes.

These candidates could be ready to step into a Mailroom Supervisor or Manager role.

 

Mail Clerk Education and Training Requirements

Mail Clerks typically require a high school diploma or equivalent for most entry-level positions.

Although post-secondary education is not required, having some college coursework in business or communications may be beneficial.

Training in administrative support, data entry, and computer software like Microsoft Office is often advantageous for mail clerks.

Being able to operate office equipment, such as photocopiers, scanners, and postage machines, is also a plus.

On-the-job training is commonly provided to new mail clerks, which usually involves learning company-specific software and mail sorting techniques.

While certification is not mandatory, becoming a Certified Mail and Distribution Systems Manager through an organization like MSMA (Mail Systems Management Association) can demonstrate commitment to the profession and may lead to advancement opportunities.

Knowledge of postal regulations and rates is beneficial for this role, and basic customer service skills are also often necessary as mail clerks may interact with both internal and external customers.

 

Mail Clerk Salary Expectations

A Mail Clerk can expect to earn an average of $31,307 (USD) per year.

The salary can fluctuate based on factors such as experience, location, and the specific company they work for.

 

Mail Clerk Job Description FAQs

What skills does a Mail Clerk need?

Mail Clerks should possess strong organizational skills to accurately sort and distribute incoming mail and prepare outgoing mail.

They should be detail-oriented to ensure all mail reaches its correct destination.

Good communication skills are also necessary, as they may need to interact with staff members or customers regarding mail issues.

 

Do Mail Clerks need a degree?

Mail Clerks don’t necessarily need a degree, but a high school diploma or equivalent is usually required.

Some experience in an administrative or mail room setting may be beneficial.

Training is usually provided on the job, where they will learn mail sorting procedures, use of mailroom equipment, and postal regulations.

 

What should you look for in a Mail Clerk resume?

When reviewing a Mail Clerk resume, look for previous experience in mail handling or other administrative roles.

Skills such as organization, attention to detail, and time management are also valuable.

Additionally, experience with mailroom equipment and knowledge of postal regulations can be advantageous.

 

What qualities make a good Mail Clerk?

A good Mail Clerk is efficient and organized, as they are responsible for ensuring that all mail is properly sorted and distributed in a timely manner.

They should also be detail-oriented to avoid errors in mail delivery.

Being able to work independently and manage time effectively is essential since they may need to handle a high volume of mail.

Good customer service skills can also be beneficial, as they may need to interact with recipients or senders regarding mail issues.

 

What is the work environment like for a Mail Clerk?

Mail Clerks typically work in a mailroom setting, which can be busy and fast-paced, especially during peak mailing times.

They spend most of their time standing or moving around, sorting and distributing mail.

They may also use mailroom equipment such as postage meters or sorting machines.

Some Mail Clerks may also be required to lift heavy packages or boxes.

 

Conclusion

And there we have it.

Today, we’ve delved into the true essence of being a mail clerk.

Surprised?

It’s not just about sorting mail.

It’s about being a pivotal point in the communication network, ensuring every letter and package reaches its destination.

With our handy mail clerk job description template and real-world examples, you’re ready to step forward.

But why halt your progress now?

Delve further with our job description generator. It’s your essential tool for creating pinpoint-accurate job listings or refining your resume to perfection.

Don’t forget:

Every piece of mail is a part of a larger network.

Let’s build that network. Together.

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