Mail clerks can work for a variety of businesses that need their mail sorted, read, time stamped and routed. They prepare all envelopes and packages the company wants to send out, which requires ensuring there is proper postage.
Being detail-oriented is a skill to highlight in your mail clerk job description. Mistakes cannot be made or else the business will be severely inconvenienced, so the need for accuracy needs to be emphasized.
Mail clerks should work as part of a team in a fast-paced environment. They should also be comfortable working in close quarters with others, which is typically the case for most mail rooms. Learn what else should go into an effective mail clerk job description by reading the one below.
Mail Clerk Job Summary
Are you in search of a real hands-on position where your organizational skills will be put to the test? If you are, then apply to be the company’s new mail clerk. You will be expected to sort through hundreds of packages and envelopes every day, leaving no boring moments and providing plenty of challenges for the solution-focused applicant. You’ll play an integral role in the functions of the company, and there is plenty of upward momentum if you prove yourself to be a first-class employee. There is plenty to learn with this position, and you will quickly learn how to use a variety of equipment and software.
- Sort mail received, and organize it according to department and deliver it to proper location at a later time
- Wrap packages and fill envelopes by hand, ensuring everything has the correct address and has the right amount of postage
- Drive to nearby post office several times a week to drop off outgoing mail
- Input data into company digital filing system that states when mail was sent out and when it was received by the mail room
- Scan specified documents using company multifunction printer to later catalog into digital database
- Verify that information on any checks is accurate before they are mailed, and update the system to specify when checks were mailed to assist accounts receivable department
- Keep track of inventory and order new supplies when necessary, which can include more stamps, envelopes and printer ink
- Perform additional administrative duties when required in order to maintain the overall productivity of the organization
Job Skills & Qualifications
- High school diploma or equivalent
- Able to pass a background check
- Able to lift up to 40 pounds
- Able to type at least 50 wpm
- Associate degree
- Written and oral communication skills
Mail Clerk Job Responsibilities
When it comes to crafting a winning job responsibilities section, the process may seem simple. Ultimately, you hold more knowledge on the subject or field than applicants generally do, and you are the creator behind the post. However, it is important to view this section as if you were the audience because a mail clerk job description is the point at which candidates can decide whether they are fit for duties required in the role.
Your mail clerk job responsibilities section is the meatiest part of your job description, giving you space to divulge daily activities, goals and expectations. Remember to give your job responsibilities in the concise form of bullet points, but do not create a laundry list of duties. Try listing entries within the range of 6-8 bullets, and begin each bullet with lively action verbs. In addition, you should write with a clear voice that is easy to understand.
Here are some example responsibilities you can include in your mail clerk job description:
- Prepare incoming and outgoing mail for distribution
- Answer incoming calls and record messages
- Receive and sort all incoming mail
- Assist in maintaining inventory and unloading supplies
- Practice and adhere to all codes of conduct and the company mission statement
Mail Clerk Job Specifications
Most applicants know what to expect when arriving at the job qualifications and skills section of a mail clerk job description. In this section, you should lay out all of the required traits clearly and accurately, much like the responsibilities section. If details of the job have been updated or require additional knowledge, be sure to include any new information in this section.
Creating an efficient set of expectations can help you weed out those who do not qualify for the position. Instead, reel in the best jobseekers by categorizing the most valued skills of the job. What specific experience must an applicant have in order to succeed at your company? Are there certifications your company can prepare an applicant for, or is past training an absolute necessity?
These are some of the questions you may want to ask yourself and your hiring manager as you begin drafting. An ideal mail clerk job description will provide all candidates with the proper job information they need to move forward in the application process.
Below are some example mail clerk job specifications you can include in your listing:
- Proficiency in Microsoft Office
- One year of mail clerk experience
- Strong communication and writing skills
- Capable of troubleshooting operations issues