Mail Clerk job description template
If you are hiring for this role, start here. This free template is our detailed definition of the position, with everything you need to find and hire the right person. Copy it, add your own requirements, and post it.
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.
The top Mail Clerk skills.
Five things separate a strong hire from a résumé that reads well. Use these as your scorecard criteria.
The job description, ready to post.
Copy it as written, or edit it until it sounds like your company. Both work.
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.
Duties and 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
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
Take the template with you
Copy it straight into your job board or ATS, or have it emailed to you with the interview questions for this role.
What education this role needs.
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.
Sample interview questions for a Mail Clerk.
Once you have gathered the applications, work through these in order. Twelve questions across four areas, enough to tell your shortlist apart.
- How do you think your friends would describe your personality in a few words?
- Do you have any specific goals for the future?
- If you had the opportunity to pick your dream job, what would it be?
- Could you tell us more about your previous working experience?
- What skills should you have to be a successful Mail Clerk?
- Why do you want to work for our company specifically?
- How do you prioritize and organize incoming mail?
- How do you handle sensitive and confidential information while sorting mail?
- What steps do you take when you discover a damaged or undelivered package?
- How familiar are you with mail sorting machines and other equipment?
- What measures do you take to ensure correct labeling and addressing of outgoing mail?
- How do you utilize mail management software to streamline mailroom operations?
How much to pay when hiring.
Annual pay by percentile. Where you land depends on the size of the cycle they will own, and the 25th percentile is usually where a first analyst hire sits.
Hourly equivalents run from $11 at the 10th percentile to $21 at the 90th.
Candidates may apply under a different name.
Post the title your industry uses and keep the rest of the description. These three roles overlap enough that the same posting usually reaches all of them.
Three titles, one description.
Search behavior varies by industry, so the same job is advertised under several names. If you are unsure which one your candidates search for, run two titles and see which fills.
Mail Handler Assistant
A Mail Handler Assistant works in a postal office's mailroom, sorting and preparing batches of mail for distribution by Carriers.
$44,367 medianFrequently asked questions.
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.
Other job description templates.
Same format, same free, same median pay data. Browse the full library if the role you are hiring for is not here.
Mail Handler Assistant
A Mail Handler Assistant works in a postal office's mailroom, sorting and preparing batches of mail for distribution by Carriers.
$44,367 median