Main Responsibilities and Required Skills for a Mailroom Clerk
A Mailroom Clerk is a professional who plays a crucial role in managing the mailroom operations of an organization. They are responsible for ensuring that all incoming and outgoing mail is sorted, distributed, and delivered in a timely and efficient manner. In addition to handling mail, they may also be responsible for managing packages, coordinating shipments, and maintaining records related to mailroom activities. In this blog post, we describe the primary responsibilities and the most in-demand hard and soft skills for Mailroom Clerks.
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Main Responsibilities of a Mailroom Clerk
The following list describes the typical responsibilities of a Mailroom Clerk:
Adhere to
Adhere to all safety procedures.
Adhere to company policies and regulations regarding mail handling.
Answer
Answer and respond to inquiries by telephone, e-mail and in person.
Answer inquiries and resolve customer complaints regarding our postal services.
Answer phone calls and communicate any changes to the other team members.
Apply
Apply all applicable OSHA and related local safety requirements to all assigned work.
Arrange
Arrange for pickup of outgoing mail.
Arrange travel and accommodations for the Supervisor, as required.
Assist in
Assist and perform all functions required for the delivery and completion for all copy requests.
Assist in ad hoc projects and additional tasks as directed by management.
Assist in coordinating the shipment of large or bulk items.
Assist in implementing and improving mailroom processes and procedures.
Assist in managing mailroom budgets and expenses.
Assist in the coordinating of work assignments to meet specific deadlines and service deliverables.
Assist in training new mailroom staff members.
Assist peers and management in tracking packages as needed.
Assist with manufacturer coupon sorting in preparation for sending outside for reimbursement.
Assist with moving of boxes, equipment and supplies as required.
Assist with office supply distribution, purchase orders and parking passes.
Attend
Attend training programs (classroom and virtual) as designated.
Capture
Capture information based on client requirements.
Classify
Classify documents based on contract requirements.
Clean
Clean and service copy machines.
Collaborate with
Collaborate with other departments to ensure efficient mail flow.
Collaborate with shipping and receiving departments to ensure seamless operations.
Collect
Collect and process outgoing packages.
Collect, sort and distribute all incoming departmental mail and incoming packages.
Complete
Complete daily bank runs for the Funding department.
Complete routine responsibilities and processes with supervision and guidance.
Comply with
Comply with all company safety and risk management policies and procedures.
Conduct
Conduct mail runs at scheduled times throughout the day.
Contact
Contact third party service provider for mail and shipping equipment if required.
Coordinate
Coordinate and sort outbound / inbound mail to stores and field personnel.
Coordinate mailroom operations during peak periods or high-volume periods.
Cover
Cover staff during absence, vacation etc.
Create
Create a positive first impression as you greet clients, guests, and visiting employees.
Create bill of lading for courier shipments.
Create UPS labels for outgoing packages.
Deliver
Deliver incoming overnight packages within established time frames.
Deliver mail to pre-established internal mail areas.
Distribute
Distribute mail to the appropriate recipients.
Distribute supplies to client within the floors.
Document
Document Control—Records Management.
Download
Download jobs from email or print queue, sizing, reproducing, sorting and finishing.
Drive
Drive to multiple locations.
Drive to multiple locations in a cargo van.
Ensure
Ensure accurate documentation and record-keeping of mailroom activities.
Ensure all mail items are processed, counted and logged.
Ensure all packages and materials to be delivered to the primary loading dock timely.
Ensure loss prevention systems and procedures are performed according to guidelines.
Ensure mailroom production targets are met daily, weekly, and monthly.
Ensure office is adequately stocked with mail supplies.
Ensure photocopy areas have adequate supply of paper.
Ensure processing of outgoing shipments in a timely and efficient manner.
Ensure proper maintenance and usage of all mailroom equipment and supplies.
Ensure shipping charges are being allocated to the appropriate business units.
Ensure that evidence of receipt of funds has been obtained before approving / releasing funds.
Ensure transmission of processed data to appropriate next level.
Enter
Enter the box number (10 key) into the computer system.
Facilitate
Facilitate campus wide distribution of hard copy correspondence.
Fold
Fold letters, circulars or other documents and insert into envelopes for distribution.
Follow
Follow security procedures to safeguard sensitive or confidential mail.
Fulfill
Fulfill internal stationery and office supply orders.
Handle
Handle and redirect misaddressed or undeliverable mail.
Handle fast paced environment.
Handle special mail services, such as certified mail or registered packages.
Handle time-sensitive material like confidential, urgent packages.
Handle urgent or time-sensitive mail with priority.
Identify
Identify and report any security risks or suspicious packages.
Identify documents and their purpose.
Interact with
Interact with internal and / or external clients.
Keep
Keep abreast of technological advancements in mailroom automation.
Keep customers informed of status via standard reporting techniques.
Know
Know head office mail run and post office procedures.
Know how to verify and clarify the needs and expectations of customers.
Lift
Lift heavy boxes, files or paper when needed.
Maintain
Maintain accurate records of urgent business mail delivery.
Maintain all logs and reporting documentation.
Maintain all mail stops and package rooms as appropriate.
Maintain a professional and courteous demeanor when interacting with colleagues and external contacts.
Maintain a professional image of the company by providing prompt, courteous and efficient service.
Maintain cleanliness and organization of the mailroom area.
Maintain confidentiality and discretion when handling sensitive materials.
Maintain database by entering new and updated information.
Maintain high standards for work areas and appearance.
Maintain inventory counts of office supplies.
Maintain inventory of mailroom supplies and place orders as needed.
Maintain professional appearance.
Maintain proper security of cash and mail.
Maintain the highest levels of customer care while demonstrating a friendly and cooperative attitude.
Make
Make the final mail / packages pick-ups from the floors at the end of the day.
Manage
Manage accountability for postage.
Manage all aspects of the Ricoh Centre in the absence of the Site Manager / Supervisor.
Manage catering requests for clients.
Manage document inventory, processing, capture and archive of documents.
Manage incoming / outgoing shipments coming in to the office.
Meet
Meet individual and team quality and productivity goals and customer deadlines.
Monitor
Monitor and track incoming packages and notify recipients.
Notify
Notify individual staff by e-mail or telephone of larger boxes and deliveries.
Operate
Operate Mail Extraction Equipment to group work into processible batches.
Operate mailing, copy or scanning equipment.
Operate mailroom equipment such as postage meters, scanners, and copiers.
Operate scanning equipment to convert paper documents to digital (scan, file).
Order
Order and ship name badges to stores.
Order paper, toner, and office equipment.
Order Pitney Bowes / UPS supplies as necessary.
Oversee
Oversee tasks are completed accurately.
Participate in
Participate in cross-training and perform other duties as assigned.
Participate in the individual performance management program and personal development planning.
Perform
Perform all work in accordance with established safety and operating procedures.
Perform basic troubleshooting on all equipment used within the Ricoh Centre.
Perform document searches - retrieve paper / electronic documents.
Perform front desk receptionist duties.
Perform general clerical operations tasks that are routine and / or repetitive in nature.
Perform mailroom inspections and inventory supplies.
Perform other duties as required including Cash duties.
Perform research mail on mail received with no receiver.
Perform the initial rough and fine sorts of incoming mail.
Perform various Mail Center activities (screening, sorting, metering, delivery, pickup, etc.).
Pick up
Pick up, sorts and distributes mail across office locations.
Pick up outgoing mail from designated mail pick up locations and add postage.
Pick up outgoing packages upon request from employees.
Place
Place mail in metal bins and carry to departments for distribution.
Place mail in proper buckets for distribution.
Plan
Plan work to maximize efficiency and minimize costs.
Prepare
Prepare all outgoing packages and documentation for delivery by courier.
Prepare and distribute envelopes as per various department request.
Prepare and maintain folders, files and file numbers.
Prepare and sorts documents for data entry.
Prepare daily reconcilement and billing reports.
Prepare Ontario and Quebec Marketing programs for shipment to the stores.
Prepare outgoing mail for shipment.
Prepare reconcilement reports.
Prepare / type reports and routine correspondence.
Present
Present a professional image at all times to customers and vendors.
Print orders and labels for outgoing packages and documentation.
Process
Process all incoming and outgoing mail.
Process bills of lading, commercial invoices, customs documents and other relevant paperwork.
Process Freedom of Information Act (FOIA) requests and Privacy Act Services.
Process incoming and inter-office correspondence on a daily basis.
Process incoming and outbound airfreight and overnight shipments.
Process incoming and outgoing mail.
Process internal and external mass mailings.
Process mail in a fast paced, production driven environment.
Process outgoing packages for courier and pouch pick-up.
Process outgoing shipments (Fed-Ex, UPS, DHL and USPS).
Process store supplies requisitions for stores by selecting, boxing, labeling and shipping.
Provide
Provide backfill when needed.
Provide backup support for other administrative tasks as needed.
Provide courier service for the pickup and delivery of mail and copy jobs, on campus and offsite.
Provide customer service to employees regarding mail-related inquiries.
Provide daily coverage of front reception.
Provide monthly report of mails.
Provide reception relief as needed.
Provide superior and efficient customer service.
Provide support for small office moves.
Provide their own transportation (Mileage reimbursement will be provided).
Provide the room and mailbox keys to the new residents.
Provide timely and accurate mail distribution and collection from all Microsoft mail stops.
Receive
Receive all incoming mail and UPS / Fed Ex packages.
Receive all incoming packages on PC and log outgoing packages for UPS on PC.
Receive and sorts mail for distribution.
Receive documents from both electronic and hard copy form for processing.
Receive outgoing mail and apply correct postage.
Receive purchasing orders and manage the processing via Supply Chain technology applications.
Receive, sort, and process all incoming and outgoing mail or packages.
Receive, sort and process mail documents packages and supplies.
Recommend
Recommend mailroom service enhancements to supervisor.
Record
Record and maintain purchase order receipt in the Supply Chain system.
Report
Report all accidents and injuries in a timely manner.
Research
Research and follow-up with clients regarding tracking mail and / or packages.
Research and identifies miscellaneous mail documents and manage through resolution.
Research and resolve discrepancies with purchasing orders.
Research and resolve purchasing order and delivery discrepancies.
Resolve
Resolve issues with incorrect, returned mail.
Respond to
Respond quickly and efficiently to customer service requests.
Review
Review documents to confirm accuracy and prepare for scanner.
Review files for balanced statements of receipt and disbursements.
Review home mortgage documents including legal requests, court orders, closings, ect.
Route
Route mail to slots daily and as needed.
Scan
Scan barcodes, ensure tracking is adequate and correct.
Scan documents into system.
Scan in all Barcoded Mail into SendSuite tracking with the Handheld Scanner.
Schedule
Schedule meetings, prepare information, record and process minutes, as required.
Sort
Sort and Deliver all incoming mail by Department / Receiver.
Sort and distribute product samples and deliver to appropriate personnel.
Sort and meter outgoing mail.
Sort and open envelopes and remove documents.
Sort and place mail in appropriate mailboxes.
Sort incoming mail and packages.
Sort inter-office mail to be redistributed to the end users.
Sort mail, such as returned letters, adjustments, bills, orders and payments.
Stamp
Stamp mail with postage meters.
Stay updated on
Stay updated on industry trends and best practices in mailroom management.
Stock
Stock coffee supplies in break rooms.
Stock copy rooms and printing devices.
Take
Take direction from Team Lead or Manager.
Take pride and ownership of the site so that it is clean, well maintained and safe.
Track
Track, trace and resolve mail or courier issues.
Transfer
Transfer data from hard copy to a digital database.
Travel
Travel to other locations within the GTA as required.
Troubleshoot
Troubleshoot and resolve issues related to mail delivery or equipment malfunctions.
Troubleshoot cash and tally differences.
Understand
Understand and follows safety requirements.
Understand business requirements and how results impact the customer.
Update
Update and maintain mailing lists and address databases.
Use
Use and follow policy and procedures.
Verify
Verify and organize documents electronically using an Imaging Kofax software.
Verify data from automated data extraction tools.
Walk
Walk facility once a week and log work orders for torn carpet, damaged ceiling tiles, etc..
Weigh
Weigh, calculate and affix proper postage to applicable mail and maintain usage records.
Weigh mail to determine correct postage.
Work
Work in conjunction with supervisor to formulate process improvements for the mailroom.
Work under close supervision following established procedures.
Work well individually or as part of a team atmosphere.
Wrap
Wrap and pack outgoing packages.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Mailroom Clerk:
Proficiency in using mailroom equipment, such as postage meters, scanners, and copiers.
Knowledge of mailroom automation software and systems.
Familiarity with shipping and mailing software, such as UPS or FedEx.
Basic computer skills, including email and data entry.
Ability to operate and troubleshoot office machinery.
Knowledge of postal regulations and shipping guidelines.
Experience in managing inventory and supplies.
Proficiency in record-keeping and maintaining accurate documentation.
Ability to handle and process bulk mailings efficiently.
Knowledge of safety procedures and protocols for handling hazardous materials.
Basic knowledge of office productivity software, such as Microsoft Office or Google Suite.
Familiarity with barcode scanning and tracking systems.
Understanding of mailroom security protocols and procedures.
Ability to handle physical tasks, such as lifting heavy packages or moving mail bins.
Proficiency in data management and organization.
Knowledge of mailroom logistics and routing procedures.
Basic math skills for weighing and calculating postage.
Experience in mailroom budgeting and expense tracking.
Understanding of mailroom compliance and privacy regulations.
Ability to quickly adapt to new mailroom technologies and processes.
Most In-demand Soft Skills
The following list describes the most required soft skills of a Mailroom Clerk:
Excellent organizational skills to manage and prioritize mailroom tasks.
Attention to detail to ensure accurate sorting and delivery of mail.
Strong communication skills to interact with colleagues and handle customer inquiries.
Ability to work effectively in a fast-paced and deadline-driven environment.
Time management skills to meet mailroom schedules and delivery deadlines.
Problem-solving skills to address mail-related issues and troubleshoot equipment problems.
Flexibility and adaptability to handle changing mailroom demands.
Teamwork and collaboration skills to coordinate with other departments and staff members.
Customer service orientation to provide assistance and support to employees.
Professionalism and integrity in handling confidential or sensitive mail.
Conclusion
In conclusion, being a Mailroom Clerk involves a diverse range of responsibilities and requires a combination of technical and soft skills. By possessing the necessary skills and diligently carrying out their duties, Mailroom Clerks contribute to the smooth functioning of an organization's mailroom operations.
