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Key Responsibilities and Required Skills for Mailroom Clerk

💰 $18 - $25 an hour

AdministrativeFacilitiesLogisticsOperations

🎯 Role Definition

As a Mailroom Clerk, you will be the central hub for our company's internal and external correspondence. This position is the backbone of our daily operations, ensuring that critical documents, packages, and communications reach their intended recipients in a timely and secure manner. You will be responsible for the entire lifecycle of mail and package handling, from receiving and sorting to processing and dispatching. This role requires a high level of organization, attention to detail, and a customer-centric approach to support all departments and contribute to overall business efficiency.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate
  • Retail Stock Clerk
  • Administrative Assistant (Entry-Level)
  • Customer Service Representative

Advancement To:

  • Lead Mailroom Clerk / Mail Services Supervisor
  • Facilities Coordinator
  • Office Manager
  • Logistics Coordinator

Lateral Moves:

  • Administrative Assistant
  • Receptionist
  • Data Entry Clerk
  • Facilities Assistant

Core Responsibilities

Primary Functions

  • Receive, sort, and accurately distribute all incoming mail, inter-office correspondence, and packages to the correct departments, mail stops, and individual employees daily.
  • Process all outgoing mail and packages, including weighing items, calculating correct postage, and applying postage using a meter machine or online shipping software.
  • Prepare and package items for shipment, ensuring they are properly secured, labeled, and compliant with carrier requirements (USPS, FedEx, UPS, DHL).
  • Operate and maintain various mailroom equipment, such as postage meters, mail sorters, folding/inserting machines, and scanners, troubleshooting minor issues as they arise.
  • Log and track all incoming certified mail, registered mail, and accountable packages using digital tracking systems or manual logs to ensure a clear chain of custody.
  • Coordinate and schedule pickups with various courier services (FedEx, UPS, DHL, etc.) for outgoing shipments, ensuring deadlines are met.
  • Manage and maintain an inventory of shipping supplies, including boxes, envelopes, tape, and labels, and reorder materials as needed to prevent shortages.
  • Serve as the primary point of contact for all mail and shipping-related inquiries from employees, providing excellent customer service and resolving issues promptly.
  • Perform regular mail runs throughout the facility at scheduled times, delivering and picking up items from designated locations within the office.
  • Handle confidential and sensitive information with the utmost discretion and professionalism during the sorting and distribution process.
  • Assist with large-scale mailings and fulfillment projects, including folding, stuffing, labeling, and metering bulk communications.
  • Maintain a clean, organized, and safe mailroom environment, adhering to all safety protocols and company policies.
  • Utilize computer systems and software (e.g., Microsoft Outlook, Excel, and specific shipping platforms like SendSuite) to manage tasks, communicate with staff, and track shipments.
  • Inspect incoming packages for any signs of damage and report any discrepancies or issues to the sender and intended recipient.
  • Re-route incorrectly addressed mail by researching the intended recipient and ensuring it reaches the proper destination.
  • Assist with managing office and copy paper supplies, including stocking copy stations and reporting inventory levels to the Office Manager.
  • Generate and review shipping reports to monitor costs, identify trends, and suggest potential cost-saving opportunities.
  • Screen incoming mail and packages for suspicious items according to established security procedures and protocols.
  • Provide backup support for other administrative or facilities functions, such as reception coverage or light office maintenance, as needed.
  • Stay updated on changes in postal rates, regulations, and courier services to ensure compliance and cost-effectiveness.

Secondary Functions

  • Support ad-hoc requests for copying, scanning, and binding documents for various departments.
  • Contribute to the facilities team's process improvement initiatives by providing feedback and suggestions for a more efficient mailroom operation.
  • Collaborate with departments to regularly update and maintain an accurate directory of employee mail-stop and delivery information.
  • Participate in team meetings and contribute to operational planning for the facilities and administrative support group.

Required Skills & Competencies

Hard Skills (Technical)

  • Operation of Postage Meters (e.g., Pitney Bowes, Neopost)
  • Proficiency in Shipping Software (e.g., FedEx Ship Manager, UPS WorldShip, SendSuite)
  • Microsoft Office Suite (Outlook, Word, Excel) for communication and tracking
  • Data Entry and Record Keeping
  • Knowledge of USPS, FedEx, and UPS regulations and shipping classes
  • Operation of standard office equipment (scanners, copiers, printers)
  • Inventory Management for mailroom and shipping supplies
  • Basic troubleshooting of mailroom machinery
  • Package tracking and logging systems
  • Safe lifting and material handling techniques

Soft Skills

  • Exceptional Attention to Detail and Accuracy
  • Strong Organizational and Time Management Skills
  • Reliability, Punctuality, and a Strong Work Ethic
  • Clear Verbal and Written Communication Skills
  • Customer Service Orientation
  • Ability to Work Independently with minimal supervision
  • Problem-Solving Abilities
  • Teamwork and Collaboration
  • Physical Stamina (ability to lift up to 50 lbs and be on your feet for extended periods)
  • Discretion and ability to handle confidential information

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's Degree or technical certification.

Relevant Fields of Study:

  • Business Administration
  • Logistics / Supply Chain
  • General Studies

Experience Requirements

Typical Experience Range:

  • 0-2 years of experience in a mailroom, administrative support, logistics, or warehouse environment.

Preferred:

  • 1+ years of direct experience in a corporate mailroom setting, with a proven track record of handling high-volume mail and packages and operating mailroom-specific equipment.
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