January 13, 2023
Are you considering taking a job as a mail clerk? It is essential to understand what the position entails and whether or not your skills and background suit the job.
These individuals’ work environments are typically in a large office building or company that receives many packages daily.
Curious to learn more about mail clerks? This article discusses a mail clerk’s job description, their day-to-day duties and responsibilities, and who they report to.
This article also addresses the qualities that make an excellent mail clerk.
If you want to know more about being a mail clerk, you can personally inquire at your nearest post office.
You can use FindPostOffice.org to find all 31,330 post offices in the United States, including the one nearest you. This website can provide essential information about these establishments and pinpoint the location of your nearest post office.
Mail Clerk Job Responsibilities: What Does a Mail Clerk Do?
Mail room clerks receive incoming mail, sort it by department, and distribute it accordingly.
These individuals also devise a mail route based on the building layout, then apply their knowledge of delivery needs. They also keep an organized mailroom equipped with stamps, envelopes, and other supplies.
In addition, mailroom clerks sort through the mail and send it to business partners, customers, or suppliers.
In large companies, mail clerks may work with other staff to sort and distribute the mail among departments.
A mail clerk is not the same as a U.S. Postal Service worker who works in sorting or customer service departments. These jobs require applicants to pass a written test and meet other federal employment guidelines.
USPS workers in many of these categories tend to earn significantly higher salaries than average.
Mail clerks who work for businesses, educational institutions, and nonprofits earn less than those employed by the federal government.
Mail clerks spend their entire day performing a variety of tasks. Some everyday duties include:
- Retrieving mail and packages and sorting them by department and category
- Delivering the mail to the appropriate department or person
- Forwarding misdirected mail
- Ensuring that all the documents and other items needed for shipping have been gathered
- Weighing mail and calculating the correct postage
- Using a mail sorting machine and a postage meter
- Compiling mailing labels, including researching the proper country code for international and regional ZIP codes
- Assisting with pickups and drop-offs of mail and other deliveries
- Recording the arrival of mail
- Tracking and recording the delivery of packages and mail
- Maintaining records of the amount and weight of mail and shipping costs
- Keeping a catalog of all mailroom supplies
- Operating office equipment
- Helping with the disposal of junk mail
What Are the Daily Duties of Mail Clerks?
A mail clerk goes on rounds every morning to collect mail and packages that must be sent out.
They interact with other office workers as they carry out their duties. They also deliver outgoing mail and check the inventory of mailroom supplies.
Throughout the day, they receive phone calls from employees asking if the mail clerks have items like stamps and postal boxes. These clerks deliver those items to the employees accordingly.
The mail clerk also greets the mail carrier at a specific time each day and then helps them unload the mail truck.
The mail carrier collects outgoing items from the mail clerk before they leave. Next, the clerks will sort, organize and deliver the mail to each department.
Mail clerks use a mail cart to distribute various incoming and outgoing mail among different departments in the company.
Who Does a Mail Clerk Report to?
The mail clerk reports to the mailroom manager.
A mailroom manager coordinates with mailroom clerks to ensure that the company’s correspondence is delivered on time.
In the absence of a manager, mail clerks may report to the mailroom supervisor for task delegation and guidance.
What Qualities Make a Good Mail Clerk?
One quality of a good mail clerk is being well-organized. Their dedication to a clean workplace makes them excellent mail sorters.
They should also have an excellent memory of where specific departments are located.
Mail clerks should also possess certain physical requirements. They need to be in good shape to push mail carts and carry large packages.
A good mail clerk should also be able to work well with people at all company levels.
Mail Clerk Skills and Qualifications
Mail clerks should be capable of dealing with various people, from customers and coworkers to other mail carriers, and completing tedious tasks without becoming impatient.
A mail clerk should also be able to do the following:
- Work well under pressure
- Have good communication, interpersonal, and service skills
- Be familiar with machine operating instructions and processes.
- Learn the locations and organizational structure of the company
- Understand how to calculate and apply postage
- Sort and distribute large amounts of mail correctly
- Read and comprehend written and verbal instructions
- Complete projects promptly
Education, Experience, and Licensing Requirements
Mail clerks do not need a college degree to work in the mail room. They must have a high school diploma or equivalent, such as a GED.
In addition, candidates must pass a test that assesses their ability to read quickly and accurately.
Those who perform well on this exam are given first consideration when a new mail clerk position becomes available. These individuals may also choose their routes.
Aspiring mail clerks must be U.S. or U.S. territory citizens or permanent residents to qualify for the position. They must also pass a drug test and background and medical checks.
Mail clerks usually receive on-the-job training before starting work.
Most mail clerks start as part-time employees, and once they have gained enough training and experience, they are promoted to full-time status.
In addition to the initial training, they must also take refresher courses and receive equipment-specific training when new tools and machines are introduced.
If you are creating a mail clerk resume, you can always look at templates online so you can have an idea of what your resume should look like.
Mail Clerk Salary Expectations
The average hourly wage for mail clerks is $14.06. But this amount can vary depending on your experience level and the budget or organization you will work for.
Mail and File Clerk
Mail and File Clerks ensure that all office correspondence flows smoothly. They handle incoming and outgoing mail and follow agency and postal service requirements.
These clerks also interact with all levels of staff.
Mail and File Clerks utilize a case management system to update, locate and route attorney files.
These professionals perform general clerical duties, like rerouting misdirected mail, dating and stamping envelopes, and screening for priority items.
They also keep the paperwork flowing in an office by ensuring that other employees have everything they need.
A person in this position may be responsible for the following:
- Developing and carrying out data entry
- Updating and labeling paper files
- Putting documents in their appropriate folders or database fields
- Arranging, sorting, and filing information in a way that makes it easy for coworkers to find what they need
- Maintaining supply inventories
- Troubleshooting, repairing, and maintaining computer hardware as well as office equipment.
- Monitoring office equipment and calling for maintenance or repairs as needed
- Responding to emails and phone calls about documentation organization
- Sending and photocopying faxes
- Sorting, delivering, and handling mail
Job Description Samples for Similar Positions
If you’re looking for other positions that may interest you, you can browse through job postings online.
You can look at different job types, and certain job posting websites can give you job alerts for a profession you might be interested in.
Other than mail clerk, here are some related job titles:
- Bank Teller
Bank tellers provide excellent customer service to clients at their bank.
These tellers perform various tasks, including accepting deposits, processing payments, and disbursing withdrawals.
They also field customer calls, sort out clients’ problems and suggest products or services that the bank offers.
Bank tellers also maintain basic customer service, like answering phones and forwarding requests to bank managers.
Their additional responsibilities may include:
- Recording transactions and preparing reports
- Operating and maintaining currency-counting machines
- Helping customers open new accounts and apply for loans
- Assisting clients in exchanging foreign currency
- Promoting the bank’s services and products
- Keeping customers’ private data safe
- Managing communications with other team members
Bank tellers must be skilled at interacting with customers. Since they are the first people a customer speaks to at a bank, these tellers must be friendly and welcoming while helping customers with their banking concerns.
There is no specific information about tellers’ salaries. They make $14.07 an hour on average. Pay rates tend to vary based on experience level, education, and the job’s location.
Bank tellers are hired even with only a high school diploma. A college degree is an asset, but it is not essential for this position.
Bank tellers without banking experience or tellers from a different bank often need some short-term training. Preliminary training can last from four to eight weeks.
- General Office Clerk
Office clerks can help improve the operation of any office by making it easier for other employees to do their jobs.
These clerks work at the front desk and oversee filing, documentation, and administrative duties for a department or team. They also ensure that all members of the company have access to the information they need.
Office clerks sort mail, process invoices, and redirect messages to the correct departments. They also organize budgets by sorting receipts into designated folders for each project.
These professionals use their interpersonal skills and awareness of office culture to provide comprehensive support.
Below are some qualities a good office clerk should have.
- Excellent oral and written communication skills, including the ability to listen actively
- Time management and organizational skills, including prioritization, multitasking, and planning
- Friendly and outgoing demeanor
- Accurate and fast typing speed
- Proficiency with Microsoft Office, including word processing, spreadsheet, and presentation software
- Ability to work without constant supervision
- Attention to detail
Office clerks or administrative assistants make a mean salary of $13.93 per hour. This job’s pay may vary according to the applicant’s level of education, experience, and location.
To be a successful office clerk, one must have completed high school.
Some candidates may have completed a degree in business administration, bookkeeping, or other certifications at a community college or technical school.
Positions with more complex duties or specialized fields may be best suited for applicants with bachelor’s degrees.
Clerks in many offices receive training for a particular position or office. Entry-level office clerk candidates should complete on-the-job training under a senior administrative professional or office personnel.
Experienced candidates with two or more years in their field may be suitable for leadership roles.
Good office clerks can juggle numerous projects for different people and perform each task efficiently. They also coordinate schedules and workflows to avoid wasting time.
Successful office clerks stay organized and keep a tidy workspace. They are independent and resourceful and have the initiative to reach out to the appropriate people and respond quickly.
Frequently Asked Questions (FAQs) About Mail Clerks
- What is a mail order clerk?
A mail clerk sorts and distributes incoming work orders for materials, merchandise, or services, such as repairs or installation.
The company generally receives its orders in one of three ways: by mail, telephone, or fax.
The job requires alerting customers to the receipt of merchandise, informing them about the price, arranging shipping dates, and keeping track of delays.
- What does a mailroom assistant do?
Mailroom assistants receive and sort incoming mail, then distribute it to the proper recipients.
They also maintain and sort the office supply inventory and then distribute mail.
It is part of their job to prepare outgoing mail for delivery, including the distribution and logging of packages.
In addition, these clerks use mailroom tools, like envelope openers, postage meters, mail sorting machines, and scanners.
- What is the difference between a mail clerk and a mail carrier?
Mail carriers and clerks may seem the same, but they have very different roles. Mail carriers deliver letters and packages to homes and businesses along a designated route. Meanwhile, a mail clerk sorts and delivers mail to departments within a company or corporation.