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Mail Clerk Job Description Template

Job Description Template

Mail Clerk Job Description Template

December 29, 2023

Mail Clerk Job Description Template

Are you looking to hire new team members but don’t know where to start? No worries! We know the importance of having helpful resources when conducting a hiring process, so we created this Free Mail Clerk Job Description Template for you.

This comprehensive career guide will help you learn everything about the most essential skills, requirements, responsibilities, and other details of this role and therefore identify the best candidate for your business.

By using VIVAHR Software, our applicant tracking system, you will gain access to numerous resources, features, tools, and other options that can help you elevate your business performance and become a pro!

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What is a Mail Clerk?

Mail Clerks are professionals responsible for receiving, sorting, and distributing mail and packages among departments and individuals within the company.

They sort mail by category, ensure correct labeling, keep track of mailing supplies and inventory, and maintain accurate records of mail, packages, and other items.

Mail Clerks are also responsible for coordinating with delivery and courier companies, ensuring correct parties receive and sign for mail, discarding junk mail, and entering and maintaining incoming mail details into the company’s system.

Related Job Titles for Mail Clerk

The Top Mail Clerk Skills

Skill Why it's important
Organization Strong organizational skills are fundamental for Mail Clerks that help them manage the flow of mail within the company. Organization enables them to develop systems for sorting and prioritizing mail, maintaining records, and keeping track of deliveries. Also, organization helps them maintain mail records and prevent the loss of important documents.
Attention to Details Mail Clerks must be detail-oriented in order to successfully handle and manage large volumes of incoming and outgoing mail. Attention to detail helps them maintain accuracy in sorting, labeling, and delivering mail among departments and individuals and ensuring the right parties receive appropriate mail and packages.
Communication Communication is crucial for Mail Clerks because it allows clear coordination with other departments, addressing and responding to inquiries, and providing updates on mail deliveries. Communication also helps them interact with delivery companies and convey information accurately to prevent misunderstanding.
Computer Skills Basic computer skills are essential for Mail Clerks because they use computerized systems and office software for tracking and recording deliveries and incoming mail. Additionally, computer skills are essential for managing and updating databases and generating reports. Proficiency in office software is also important for optimizing documentation systems.
Problem-Solving Mail Clerks need effective problem-solving skills to address and resolve mail-related issues. Problem-solving helps them notice damaged packages, undelivered mail, and other issues and react appropriately to resolve them. Problem-solving helps them assess situations, identify solutions, and implement corrective measures.

Mail Clerk Job Description Template (Free)

We are hiring a new Mail Clerk to help us manage mail in the company. Your duties will include receiving, organizing, and distributing mail and packages among appropriate departments and individuals within the company, sorting incoming and outgoing mail by category, ensuring correct labeling and packaging, and keeping track and accurate records of mail, supplies, materials, packages, and other items.

In addition, you will be responsible for coordinating with delivery and courier companies to ensure timely and correct deliveries, entering and updating incoming mail details into the company’s systems, discarding junk mail, and correcting misdirected mail.

To be a competent candidate for this position, you should have excellent organizational, communication, problem-solving, attention to detail, and computer skills.

Mail Clerk Duties & Responsibilities:

  • Receive, organize, and distribute mail among departments and individuals within the company
  • Sort incoming and outgoing mail and packages by departments and category
  • Ensure correct labeling and packaging for outgoing post
  •  Keep track and manage inventory of mailing supplies, such as envelopes, stamps, and equipment
  • Maintain accurate records of mail, packages, and other items
  • Keep records of the weights and dimensions of packages
  • Coordinate with delivery and courier companies to track and deliver packages
  • Enter and maintain incoming mail details into the company’s computer system
  • Manage incoming and outgoing mail and discard junk mail
  • Ensure that correct parties receive and sign for mail
  • Correct and forward misdirected mail
  • Utilize fax and scanning machines if needed

Mail Clerk Requirements:

  • High school diploma or GED
  • Previous working experience as a Mail Clerk or Mail Processing Clerk is an advantage
  • Familiarity with mail sorting machines and other equipment
  • Solid computer skills
  • Strong verbal and written communication
  • Excellent organization and time management
  • Effective problem-solving
  • The ability to work under pressure
  • Exceptional attention to detail

Accounting Specialist Interview Questrions

Sample Interview Questions for a Mail Clerk

Once you gather up all the received applications, you can use these sample interview questions for Mail Clerk.

Personal
  1. How do you think your friends would describe your personality in a few words?
  2. Do you have any specific goals for the future?
  3. If you had the opportunity to pick your dream job, what would it be?
Human Resources
  1. Could you tell us more about your previous working experience?
  2. What skills should you have to be a successful Mail Clerk?
  3. Why do you want to work for our company specifically?
Management
  1. How do you prioritize and organize incoming mail?
  2. How do you handle sensitive and confidential information while sorting mail?
  3. What steps do you take when you discover a damaged or undelivered package?
Technical Skills and Knowledge
  1. How familiar are you with mail sorting machines and other equipment?
  2. What measures do you take to ensure correct labeling and addressing of outgoing mail?
  3. How do you utilize mail management software to streamline mailroom operations?

What are the Educational Requirements for a Mail Clerk?

Employers hiring Mail Clerks typically require a high school diploma or GED.

However, some employers look for candidates with additional education such as completing a certificate program, vocational training, or coursework related to office administration, logistics, or mailroom operations.

Mail Clerks usually receive on-the-job training to learn about specific tasks, procedures, and the use of mailroom equipment and software.

How Much to Pay a Mail Clerk when Hiring

Mail Clerks earn between $21,120 and $43,000 per year.

Their median annual salary is $35,899.

Hourly rates range from $11 to $21.

The median hourly rate is $17.

Percentile 10% 25% 50%
(Median)
75% 90%
Hourly Wage $11 $15 $17 $19 $21
Annual Wage $21,120 $32,000 $35,899 $39,000 $43,000

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Frequently Asked Questions about Mail Clerk

 

What do Mail Clerks do?

Mail Clerks are responsible for receiving, sorting, and distributing mail across departments and individuals in the company.

They enter mail details into the company system, ensure timely and accurate delivery of mail and packages, and coordinate with delivery and courier companies.

What skills should Mail Clerks have?

Mail Clerks should have excellent attention to detail, communication, organization, computer, and problem-solving skills.

How much do Mail Clerks earn annually?

Mail Clerks earn between $21,120 and $43,000 per year.

Who do Mail Clerks report to?

Mail Clerks typically report to the Administrative Manager, Office Manager, or Office Services Manager.

Similar Job Descriptions as Mail Clerk

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