Mailroom Clerk Job Description [Updated for 2025]

In today’s fast-paced corporate environment, the role of a Mailroom Clerk has never been more essential.

As organizations continue to evolve, the need for efficient individuals who can manage, organize, and ensure the smooth operation of our mailroom operations is paramount.

But let’s delve deeper: What’s truly expected from a Mailroom Clerk?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager drafting the ideal candidate profile,
• Or simply curious about the intricacies of mailroom operations,

You’re in the right place.

Today, we unveil a customizable Mailroom Clerk job description template, designed for straightforward posting on job boards or career sites.

Let’s dive right in.

Mailroom Clerk Duties and Responsibilities

Mailroom Clerks perform a range of tasks related to the handling, sorting, and distribution of mail within an organization.

They are primarily responsible for managing the flow of mail and packages, with daily duties and responsibilities including:

• Receive, sort and distribute incoming mail
• Process outgoing mail and prepare it for distribution
• Operate mailroom machines such as postage meters, envelope openers, and letter folding machines
• Track all mail and packages that come in and go out, maintaining detailed records
• Identify and resolve any issues related to mail processing
• Ensure that all sensitive mail is delivered to the right individual
• Arrange for courier services and schedule pick-ups
• Keep the mailroom organized and maintain supplies such as envelopes, stamps, and other mailing materials

 

Mailroom Clerk Job Description Template

Job Brief

We are seeking a detail-oriented and organized mailroom clerk to manage our incoming and outgoing mail.

The mailroom clerk’s responsibilities include receiving, sorting, and distributing daily mail and packages, ensuring all outgoing mail is in compliance with postal regulations, and maintaining records of incoming packages.

The ideal candidate should possess great communication and interpersonal skills, along with a keen eye for detail.

 

Responsibilities

• Sort and distribute incoming mail to departments and individuals
• Dispatch outgoing mail and packages, ensuring adherence to postal regulations
• Monitor inventory of mailroom supplies and order as needed
• Manage and maintain records of incoming packages and deliveries
• Assist in office tasks and duties as needed
• Ensure mailroom and work areas are kept clean and organized
• Provide customer service to employees regarding mail and package inquiries
• Operate mailroom machinery, including postage meters and envelope openers

 

Qualifications

• Proven experience as a mailroom clerk or similar role
• Knowledge of mail processes and postal regulations
• Good computer skills and ability to use mailroom equipment
• Excellent organizational and time management skills
• Ability to work under pressure and meet deadlines
• High school diploma or equivalent

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Mailroom Clerk
• Work Environment: This role is office-based and may require some physical effort, including lifting packages or heavy bundles of mail.
• Reporting Structure: Reports to the Office Manager or other administrative supervisor.
• 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 Mailroom Clerk Do?

Mailroom Clerks are responsible for managing incoming and outgoing correspondence in a company.

Their role is crucial in companies of all sizes, especially those that deal with a large volume of physical mail.

They receive, sort, and distribute incoming mail, packages, and deliveries from various carriers.

This often involves using sorting machines and manually checking mail to ensure it reaches the correct department or individual.

Mailroom Clerks also process outgoing mail, which includes preparing, packaging, and labeling items, and ensuring they’re ready for collection by couriers or delivery services.

They maintain records of incoming and outgoing mail and packages, and may also be responsible for handling registered, certified, or insured mail and deliveries.

Some Mailroom Clerks might handle internal document distribution and messenger services within a large office complex.

This can also include basic clerical tasks such as photocopying and faxing documents, or managing the company’s post office box.

Depending on the company, a Mailroom Clerk might also be responsible for maintaining office supply inventory and ordering new supplies as needed.

 

Mailroom Clerk Qualifications and Skills

A proficient Mailroom Clerk should possess the skills and qualifications that are pertinent to the job role, which include:

• Organizational skills to arrange and catalog mail and packages efficiently
• Detail-oriented to ensure accurate sorting and distributing of mail and packages to the correct departments or individuals
• Physical stamina to stand for long periods, lift heavy parcels, and carry out repetitive tasks
• Time management skills to ensure prompt processing and delivery of mail within designated time frames
• Good communication skills to interact with employees, vendors, couriers, and any other individuals related to mailroom operations
• Basic computer skills to operate mailroom equipment and software, and to track and document mailroom activities
• Customer service skills to handle queries and complaints related to mail delivery
• Problem-solving skills to efficiently handle any issues or discrepancies that arise in the mail sorting and delivery process

 

Mailroom Clerk Experience Requirements

Entry-level candidates for a Mailroom Clerk position may not require any formal work experience, but could benefit from having had part-time jobs, internships, or volunteer roles where they dealt with mail handling, packaging, or record-keeping.

Candidates with more than 1 year of experience may have worked in a mailroom or similar setting, such as a post office or shipping company, providing them with hands-on understanding of sorting, distributing, and dispatching mail, as well as knowledge about postal regulations and procedures.

Those with over 3 years of experience in a mailroom or comparable environment would be expected to be adept at operating mailing machines and equipment, managing bulk mailings, and maintaining inventory of mailing supplies.

They may also have experience with digital mailing systems and the ability to troubleshoot basic issues with mailing equipment.

Individuals with more than 5 years of experience might have taken on supervisory roles, managing a team of mailroom clerks, coordinating schedules, and overseeing the smooth and efficient operation of the mailroom.

These candidates may be suitable for mailroom manager or supervisor positions.

 

Mailroom Clerk Education and Training Requirements

A Mailroom Clerk typically requires a high school diploma or equivalent education.

The role involves managing and organizing incoming and outgoing mail, which requires basic organizational skills and often, experience with office administration.

On-the-job training is usually provided to new Mailroom Clerks, where they learn how to operate mail sorting and postage machines, and how to handle packages and confidential documents.

While not always required, taking courses in business administration or office management can be beneficial for advancement in the role.

Computer literacy and familiarity with email and office software are also important as mailrooms increasingly become digitized.

Some companies may require Mailroom Clerks to have a valid driver’s license if the role involves delivering mail or parcels.

Although no specific license or certification is required for a Mailroom Clerk, demonstrating strong organizational skills, attention to detail, and the ability to work under pressure can enhance job prospects in this role.

 

Mailroom Clerk Salary Expectations

A Mailroom Clerk earns an average salary of $31,133 (USD) per year.

The actual earnings may vary depending on the level of experience, the size of the company, and the geographical location.

 

Mailroom Clerk Job Description FAQs

What skills does a mailroom clerk need?

Mailroom clerks should have strong organizational and administrative skills as they are responsible for maintaining records, sorting and delivering mail within an organization.

They should also have good time management skills to meet deadlines and handle multiple tasks.

Basic knowledge of postage meters and other mailroom equipment is usually required.

Physical stamina is also necessary as they might need to lift heavy packages occasionally.

 

Do mailroom clerks need a degree?

Mailroom clerks usually don’t require a degree, but they should have a high school diploma or equivalent.

Experience in administrative roles or mailroom operations can be beneficial.

Some companies may offer on-the-job training to familiarize new hires with mail sorting systems and company-specific procedures.

 

What should you look for in a mailroom clerk resume?

The resume of a mailroom clerk should highlight experience in mail sorting, package handling, and using mailroom equipment.

Look for skills like attention to detail, time management, and organizational skills.

It’s also beneficial if the candidate has experience in customer service or administrative roles.

 

What qualities make a good mailroom clerk?

A good mailroom clerk is methodical, accurate, and efficient.

They have the ability to work independently and manage their time effectively.

As they often interact with others in the organization, good communication skills and a positive, service-oriented attitude are also important.

Being able to handle physical work, such as lifting and moving heavy packages, is also a key quality for a mailroom clerk.

 

Is it difficult to hire a mailroom clerk?

Hiring a mailroom clerk is not typically difficult, but finding the right candidate with the necessary skills and attitude can take time.

It’s important to look for individuals who are organized, reliable, and capable of handling the physical demands of the job.

Offering competitive wages and a positive work environment can also help attract qualified candidates.

 

Conclusion

And there you have it.

Today, we’ve delved deep into the world of a mailroom clerk.

Surprised?

It’s not just about sorting and delivering mail.

It’s about ensuring seamless communication in an organization, one piece of mail at a time.

With our handy mailroom clerk job description template and real-world examples, you’re ready to make your move.

But why not go further?

Explore more with our job description generator. It’s your guide to creating precise job listings or refining your resume to shine.

Remember:

Every piece of mail plays a part in the bigger picture.

Let’s streamline that communication. Together.

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