Mail Processing Clerk Job Description [Updated for 2025]

In today’s fast-paced world, the demand for efficient Mail Processing Clerks is stronger than ever.

As the volume of mail continues to grow, so does the need for skilled professionals who can manage, sort, and deliver our postal items swiftly and accurately.

But what does a Mail Processing Clerk actually do?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the behind-the-scenes of mail processing,

You’ve come to the right place.

Today, we present a customizable Mail Processing Clerk job description template, designed for easy posting on job boards or career sites.

Let’s dive right into it.

Mail Processing Clerk Duties and Responsibilities

Mail Processing Clerks play a crucial role in the postal service system.

They sort and process incoming and outgoing mail, packages, and parcels efficiently and accurately.

The day-to-day duties and responsibilities of Mail Processing Clerks include:

• Sorting and categorizing mail and packages based on size, destination, and delivery type
• Operating various types of mail sorting machines
• Inspecting mail for incorrect or incomplete addresses
• Keeping records of shipments, including registered, insured, and certified mail
• Bundle, label, and route sorted mail to designated areas depending on destinations and according to established procedures and deadlines
• Distributing and collecting mail from post office boxes
• Maintain cleanliness and orderliness of work areas
• Assist with customer service inquiries regarding mail and package delivery
• Prepare work area for the next shift

 

Mail Processing Clerk Job Description Template

Job Brief

We are searching for a diligent Mail Processing Clerk to sort, process, and distribute incoming and outgoing mail.

The Mail Processing Clerk’s responsibilities include preparing outgoing mail, maintaining records of incoming and outgoing mail, and assisting with office tasks as needed.

Our ideal candidate is detail-oriented, able to work within tight deadlines, and familiar with standard office equipment and procedures.

Ultimately, the role of the Mail Processing Clerk is to ensure all mail is received and dispatched in a timely manner.

 

Responsibilities

• Sort and categorize incoming mail
• Prepare and process outgoing mail
• Maintain records of incoming and outgoing mail
• Ensure all mail is delivered to the correct recipient
• Assist with office tasks as needed
• Operate standard office equipment such as photocopiers and scanners
• Ensure the mailroom is kept clean and organized
• Handle sensitive and confidential documents with discretion

 

Qualifications

• Previous experience as a Mail Processing Clerk or in a similar role
• Knowledge of mail processing procedures
• Ability to handle and organize large volumes of mail
• Strong organizational skills
• Attention to detail
• Basic computer skills
• High school diploma or equivalent

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Opportunities for professional development

 

Additional Information

• Job Title: Mail Processing Clerk
• Work Environment: Office setting with occasional heavy lifting required.
• Reporting Structure: Reports to the Office Manager or Administration Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $25,000 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 Processing Clerk Do?

Mail Processing Clerks typically work for postal services or private mail handling and shipping companies.

They can also work for large corporations or institutions that have significant internal mail systems.

They are responsible for receiving, sorting, and routing mail and packages that come into the facility.

This includes letters, parcels, express mail, and other classes of mail.

They check the mail to ensure it has been correctly sorted and that there are no discrepancies.

They also prepare outgoing mail and packages for distribution.

This may involve weighing items to determine postage, affixing labels and stamps, and ensuring items are correctly addressed.

Mail Processing Clerks may also operate various mail processing machines, such as sorting machines, postage meters, and letter openers.

They need to maintain these machines to ensure they function correctly and efficiently.

They may also be responsible for keeping records of incoming and outgoing mail and packages, including tracking registered mail and packages that require signatures upon receipt.

In some cases, Mail Processing Clerks may need to answer customer inquiries about postage rates, mailing routes, and delivery times.

They may also deal with complaints or issues related to undelivered or lost mail.

Their job requires them to work with a high level of accuracy and speed, as they often handle a large volume of mail and packages, and any mistakes can lead to delays in delivery.

 

Mail Processing Clerk Qualifications and Skills

A qualified Mail Processing Clerk should have a variety of skills and qualifications to effectively sort, process, and dispatch mail, such as:

• Attention to detail to ensure that mail is correctly sorted and delivered to the right recipients
• Physical stamina to stand for extended periods, lift heavy mail bags, and perform other physically demanding tasks
• Basic computer skills for data entry and to operate mail sorting and processing machines
• Organizational skills to keep work areas clean and to prioritize tasks efficiently
• Time management skills to ensure that all mail is processed within the designated timescales
• Problem-solving skills to troubleshoot issues with the mail sorting equipment or address discrepancies
• Communication skills to effectively work with a team, interact with clients, and address customer inquiries
• Understanding of postal regulations and procedures to ensure that all mail is handled in accordance with legal requirements

 

Mail Processing Clerk Experience Requirements

Mail Processing Clerks usually start their career in entry-level positions or internships where they gain one to two years of experience in mail sorting, packaging, and basic administrative tasks.

This also involves understanding of postal service operations, regulations, and mail handling procedures.

Candidates with more than two years of experience often perform their duties more efficiently, having gained comprehensive knowledge on mail processing techniques and postal operations.

They may also have experience using mail sorting machines and computerized mail processing systems.

Those with more than five years of experience often possess advanced organizational skills and are proficient in managing bulk mailings.

They may have experience in supervising other clerks, coordinating work schedules, and ensuring adherence to mail processing standards and regulations.

Such candidates may be ready for a supervisory or managerial role within mail processing operations.

 

Mail Processing Clerk Education and Training Requirements

A Mail Processing Clerk generally requires a high school diploma or its equivalent to qualify for this role.

Most of the training for a Mail Processing Clerk is on-the-job as they learn about the postal policies, mail sorting procedures and machine operations.

This training may take a few weeks to a few months to complete.

It is beneficial for a Mail Processing Clerk to have basic computer skills as they will often be required to operate automated sorting machines and computerized systems.

Other important skills for a Mail Processing Clerk include physical stamina, as the job often involves lifting heavy mail sacks, and detail orientation to ensure that mail is properly sorted.

Although not required, some individuals in this role may choose to pursue additional training or certification in logistics or mail management to improve their skills and job prospects.

No specific work license is needed for a Mail Processing Clerk.

However, they may need to pass a criminal background check due to the sensitive nature of handling personal and professional correspondence.

 

Mail Processing Clerk Salary Expectations

A Mail Processing Clerk earns an average of $37,850 (USD) per year.

The salary can vary depending on factors such as work experience, skills, the company, and the geographical location.

 

Mail Processing Clerk Job Description FAQs

What skills does a Mail Processing Clerk need?

Mail Processing Clerks should have strong organizational skills and attention to detail to ensure accurate processing and delivery of mail.

They should be capable of working independently and be physically fit to handle heavy mail and parcels.

Proficiency in computer systems used for mail sorting and knowledge of postal regulations and procedures are also beneficial.

 

Do Mail Processing Clerks need any specific qualifications?

Generally, a high school diploma or equivalent is sufficient to become a Mail Processing Clerk.

However, post-secondary education in areas such as logistics or supply chain management can be an added advantage.

Most of the training is on-the-job, focusing on postal regulations and procedures, and use of mail processing equipment.

 

What should you look for in a Mail Processing Clerk resume?

Look for previous experience in a mailroom or distribution center environment.

Skills such as strong organizational abilities, attention to detail, and knowledge of postal regulations are important.

Proficiency in using mail sorting machines and other related equipment should also be highlighted.

 

What qualities make a good Mail Processing Clerk?

A good Mail Processing Clerk is reliable, efficient, and has excellent attention to detail.

They must be able to work well in a fast-paced environment and prioritize tasks effectively.

Physical stamina is also important as they may be required to lift heavy mail bags.

Finally, good communication skills are essential for working as part of a team and dealing with any customer inquiries.

 

What are the daily duties of a Mail Processing Clerk?

A Mail Processing Clerk is typically responsible for receiving, sorting, and routing mail.

They use automated machinery to sort mail by type and destination, ensure that the mail is correctly bundled and dispatched to the right destination, and handle any mail that is undeliverable.

They also keep records of shipments, deliveries, and any issues that may arise during the mail processing.

 

Conclusion

There you have it.

Today, we’ve delved into the intricate world of a mail processing clerk.

Surprised?

It’s not just about sorting mail.

It’s about orchestrating the flow of communication, one piece of mail at a time.

Armed with our handy mail processing clerk job description template and real-world examples, you’re ready to step into this role.

But why stop there?

Go further with our job description generator. It’s your ticket to creating detailed job listings or refining your resume to precision.

Remember:

Each processed mail contributes to the larger communication network.

Let’s streamline that process. Together.

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