Mail Room Clerk

Mailroom Clerk

The Mailroom Clerk is responsible for accurately processing, distributing, and tracking incoming and outgoing mail and packages while adhering to department and company policies. This position plays a key role in supporting production goals by meeting or exceeding daily affidavit targets, ensuring document accuracy, and maintaining efficient mailroom operations. The ideal candidate demonstrates strong attention to detail, organization, and communication skills, and works effectively both independently and as part of a team.

Responsibilities and Essential Job Functions

• Enter and update a variety of data using current technology and software systems.
• Create and maintain logs and records for tracking purposes.
• Review and proof documents for clerical, server, and client-specific errors to ensure the highest level of accuracy and quality.
• Pack and prepare documents for shipping using materials provided by vendors; process shipments using UPS and FedEx software.
• Receive, sort, and distribute mail and packages to appropriate destinations.
• Maintain organization of mailroom operations, including inventory and supplies.
• Manage daily workload to meet or exceed established affidavit, processing, and production goals.
• Adhere to all department and company policies and procedures.
• Demonstrate a clear understanding of proper service of process procedures.
• Perform administrative support tasks such as printing, scanning, and document handling as required.
• Communicate effectively and professionally with clients, vendors, coworkers, and other departments via phone, email, and in person to ensure a smooth workflow.
• Work efficiently in a fast-paced environment while maintaining strong attention to detail.
• Serve as backup for team members during absences and assist other teams as needed.
• Collaborate with other departments while also being able to work independently.

Additional Responsibilities

• Maintain a safe, positive, and productive work environment.
• Display flexibility and adaptability to support interdepartmental duties or changing priorities.
• Support new initiatives and process improvements as directed by management.
• Maintain organization of daily tasks, documents, and shipment tracking.

Skills and Qualifications

• Education & Experience: High school diploma or equivalent required; previous experience in customer service, data entry, or a related field preferred.
• Age Requirement: Must be 18 years of age or older.
• Typing & Computer Skills: Ability to type at least 35 words per minute; proficiency with Microsoft Word and Excel; familiarity with shipment software (e.g., FedEx, UPS) preferred.
• Language Proficiency: Must be able to read, write, and communicate effectively in English.
• Attention to Detail: Ensure shipments and documents are accurate, properly packaged, labeled, and filed; strong ability to alphabetize and organize.
• Organization & Time Management: Prioritize tasks, manage daily workflow, and meet established deadlines.
• Problem-Solving: Address unexpected issues such as shipment discrepancies or last-minute changes with a solutions-oriented mindset.
• Communication: Clearly communicate with team members and management; provide timely updates on shipments or issues.
• Knowledge of Shipping Procedures: Understand and follow proper packing, labeling, and mailing processes.
• Teamwork & Collaboration: Work effectively with colleagues, especially during high-volume periods.
• Adaptability: Adjust quickly to shifting priorities, tight deadlines, or workflow changes.
• Multitasking: Balance multiple responsibilities such as mail distribution, document proofing, inventory management, and data entry.
• Independence: Ability to work with minimal supervision and meet daily goals.
• Inventory Management: Track and maintain mailroom supplies and reorder materials as needed.

Physical Demands & Work Environment

Physical Demands: While performing the duties of this job, the employee is regularly standing, walking, handling objects, reaching, balancing, lifting, and stooping throughout the day. The employee must be able to lift 5060 lbs several times per day. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment: Work is performed primarily indoors, though the employee may occasionally be exposed to outdoor weather conditions when handling deliveries. The noise level in the work environment is usually minimal.

Schedule

• Position Type: Part-Time