Duties of a mail clerk

A Mail Clerk, also known as a Mailroom Clerk or Postal Clerk, is responsible for managing and processing mail and packages within an organization. The duties of a Mail Clerk may vary depending on the size and type of organization, but some common responsibilities include:

  1. Sorting and processing mail: Sorting, categorizing, and distributing incoming and outgoing mail, packages, and parcels to the correct departments or individuals.
  2. Tracking and recording mail: Keeping accurate records of mail and packages, including tracking numbers, delivery dates, and recipient information.
  3. Preparing mail for dispatch: Preparing mail and packages for dispatch, including affixing postage, labeling, and packaging items for shipping.
  4. Receiving and processing packages: Receiving and processing incoming packages, including inspecting for damage, verifying contents, and distributing to the correct departments or individuals.
  5. Maintaining mailroom equipment: Performing routine maintenance and repairs on mailroom equipment, such as franking machines, scales, and sorting machines.
  6. Managing mailroom supplies: Ordering and inventorying mailroom supplies, such as postage, envelopes, and packaging materials.
  7. Providing customer service: Responding to customer inquiries and resolving issues related to mail and package delivery.
  8. Maintaining accurate records: Keeping accurate records of mail and package transactions, including tracking numbers, delivery dates, and recipient information.
  9. Complying with postal regulations: Ensuring compliance with postal regulations, including proper postage, labeling, and packaging requirements.
  10. Performing other administrative tasks: Performing other administrative tasks, such as answering phones, responding to emails, and completing paperwork.
  11. Maintaining a clean and organized workspace: Maintaining a clean and organized mailroom, including the sorting area, storage areas, and equipment.
  12. Assisting with special projects: Assisting with special projects, such as preparing mailings for events or campaigns, or coordinating with other departments to ensure timely delivery of important documents.
  13. Monitoring and reporting mailroom operations: Monitoring mailroom operations and reporting any issues or concerns to management.
  14. Coordinating with carriers: Coordinating with carriers, such as UPS, FedEx, and USPS, to ensure timely and accurate delivery of mail and packages.
  15. Maintaining confidentiality: Maintaining confidentiality and handling sensitive or confidential information with discretion.

These duties may vary depending on the specific organization and the Mail Clerk's level of experience and training.