WHAT DOES A MAIL CLERK DO?

Published: Mar 03, 2026. The Mail Clerk manages inbound and outbound mail operations, including sorting, distributing, metering, and processing shipments through USPS, FedEx, UPS, and other carriers. This responsibility includes package tracking, postage management, inventory control, regulatory compliance, data entry in systems such as SAP and PeopleSoft, and coordination of interoffice and overnight deliveries to ensure accuracy and timeliness. The position supports operational efficiency, information security, and customer service standards while maintaining organized mailroom and shipping workflows across corporate and multi-site environments.

A Review of Professional Skills and Functions for Mail Clerk

1. Mail Clerk Key Accountabilities

  • Mail Processing: Weigh and meter overweight, international, oversized, certified, priority, and CSG mail to maintain contractual standards.
  • Special Handling: Perform special handling processes according to specific customer requests.
  • Statement Processing: Group and burst statements while conducting quality and quantity checks.
  • Machine Operation: Operate the bursting machine and inter-stacker, threading statements to meet customer specifications.
  • Record Maintenance: Maintain accurate logs of ESP, AESP, and Direct Solutions statements, labels, past-due notices, and reports by cycle and date.
  • System Updates: Update customer address information in the Neopost Metering, UPS Online Shipping, and FedEx Powership 3 systems.
  • Quality Control: Monitor and reprint damaged ESP, AESP, and Direct Solutions statements to ensure proper reproduction and mailing.
  • Tracking Software: Use CSG tracking software to complete statement mailings accurately.
  • Issue Resolution: Separate out-of-balance statements and forward them to Customer Service for resolution.

2. Mail Clerk General Responsibilities

  • Mail Distribution: Pick up, sort, and deliver mail to appropriate departments.
  • Receiving Operations: Receive supplies, packages, copy paper, and other incoming deliveries.
  • Package Logging: Log accountable packages and mail using handheld scanners to capture recipient signatures.
  • Mail Processing: Process bank mail, presort, and accurately post U.S. mail from multiple locations.
  • Supply Maintenance: Maintain supplies and ensure proper servicing of department equipment.
  • Postage Management: Monitor and refill the postage meter while maintaining detailed mail logs.
  • Courier Services: Deliver mail and packages between the operations center and corporate locations using a company vehicle.
  • Regulatory Compliance: Perform duties in accordance with established regulatory compliance guidelines.
  • Information Security: Ensure full adherence to Information Security policies and procedures.
  • Sales Support: Refer potential sales opportunities to appropriate departments or affiliated entities.

3. Mail Clerk Role Purpose

  • Quality Verification: Verify work in progress, including forms and records, to ensure quality, completeness, and timeliness.
  • Work Order Management: Research, initiate, draft, and complete pre-printed work orders for scheduled facilities and equipment services.
  • Service Coordination: Maintain accurate service records and contact customers to coordinate service appointments.
  • Record Maintenance: Verify and maintain ordering records, ensuring documentation is complete and current.
  • Material Distribution: Locate and distribute materials according to production schedules, inventory reports, and work order priorities.
  • Mail Preparation: Organize outgoing mail for postal delivery by sorting, separating, and applying appropriate postage.
  • Mail Inspection: Inspect and open Registered, Certified, and Express Mail to determine proper routing.
  • Mail Sorting: Sort mail by assigned mail codes, including interplant mail combined with incoming U.S. mail.
  • Carrier Processing: Maintain processing and tracking procedures for Common Carrier mail and ensure timely delivery.
  • Mail Transport: Transport outgoing mail to local Post Office locations for dispatch.

4. Mail Clerk Essential Functions

  • Mail Operations: Send outgoing mail using established postal procedures and mail equipment, including postage meters and collators.
  • Freight Processing: Process airfreight and overnight shipments according to carrier requirements and deadlines.
  • Postage Monitoring: Monitor postage meter balances and operating supplies to ensure uninterrupted workflow.
  • Documentation Preparation: Generate required shipping and mailing documentation accurately and on time.
  • Distribution Coordination: Plan and coordinate the preparation of forms and packets for distribution.
  • Transaction Processing: Process email boxes and complete basic transaction processing tasks.
  • Packaging Inspection: Inspect packaging to confirm compliance with specific shipping method requirements.
  • Print Production: Assist in creating variable print jobs and executing mail-sorting projects.
  • Document Proofing: Perform live proofing of documents to verify accuracy before mailing.
  • Data Review: Review data files and mail files from processors for accuracy before distribution.
  • Report Generation: Generate reports for internal customers to support operational needs.
  • Leadership Communication: Communicate review results and key findings to leadership.

5. Mail Clerk Additional Details

  • Mail Sorting: Sort incoming mail collected from the post office, deliveries, and interoffice sources.
  • Off-Site Delivery: Deliver mail to off-site buildings, performing additional sorting by department.
  • Mail Collection: Pick up outgoing mail from the main campus and off-site locations according to schedule.
  • Vendor Coordination: Return all outgoing mail to the print shop for third-party vendor pickup.
  • Carrier Delivery: Deliver FedEx, UPS, and ground envelopes from the warehouse to the addressed recipients.
  • Material Preparation: Prepare printed materials professionally for distribution to various departments.
  • Issue Communication: Communicate mailroom issues or concerns to appropriate leadership team members promptly.

6. Mail Clerk Roles

  • Envelope Processing: Assist with slicing incoming mail envelopes.
  • Mail Preparation: Pull, open, de-crease, and sort incoming mail pieces for processing.
  • Project Support: Support new and ongoing projects assigned by Imaging leadership.
  • Service Compliance: Perform duties in accordance with established service standards and performance requirements.
  • Document Preparation: Assist with cutting and preparing documents for scanning.
  • Survey Sorting: Sort and prepare survey white mail pieces for scanning workflows.
  • Inventory Placement: Place survey boxes into inventory following assigned procedures.
  • Storage Preparation: Pull survey boxes for storage and preparation according to proper protocols.
  • Cross-Training: Cross-train on survey scanning to provide operational backup support.

7. Mail Clerk Tasks

  • Mail Distribution: Pick up, sort, and deliver USPS and intercampus mail daily.
  • Outgoing Mail: Process outgoing mail, including bulk mailings and special distributions.
  • Account Management: Maintain mailing accounts and permits with USPS and Pitney Bowes.
  • Shipping Support: Assist Shipping and Receiving with overnight parcel pickups and deliveries for major carriers.
  • Material Handling: Offload materials and shipments from delivery trucks safely and efficiently.
  • Shipment Tracking: Scan packages, track shipments, and enter receipt data into PeopleSoft and CFS systems.
  • Receiving Inspection: Receive and inspect shipments, verifying contents against purchase order documentation.
  • Operational Support: Support Shipping and Receiving operations as workload demands.
  • Inventory Control: Assist the Property Clerk with surplus pickup, inventory control, and property disposal.
  • Asset Support: Provide operational support to Asset Management functions.
  • Staff Training: Hire and train student assistants in mail processing and distribution procedures.
  • Team Supervision: Supervise student assistants in daily distribution services tasks.
  • Safety Training: Attend required training and maintain current skills for safe task execution.
  • Project Support: Complete assigned job-related duties and special projects.

8. Mail Clerk Details and Accountabilities

  • Mail Processing: Process inbound and outbound mail and packages through USPS, FedEx, UPS, and other carriers.
  • Package Delivery: Sort and deliver inbound packages promptly across multi-floor office buildings.
  • Mail Station Maintenance: Maintain mail stations by restocking supplies and keeping centers clean and organized.
  • Mail Collection: Retrieve outbound and interoffice mail from stations at scheduled pickup times.
  • Certified Mail: Prepare Certified Mail postage and complete required USPS documentation.
  • Cross-Training: Cross-train to perform Copy Center operational duties.
  • Recycling Management: Remove recycling bins and materials from designated areas on each floor.
  • Inventory Support: Assist team members with inventory management of mailroom operational supplies.

9. Mail Clerk Overview

  • Client Service: Serve internal clients by addressing mail and service-related requests promptly.
  • Mail Distribution: Sort and distribute mail accurately to designated floors and departments.
  • Supply Distribution: Prepare and distribute office supplies to support daily operational needs.
  • Document Printing: Print various documents using multifunction printers according to specifications.
  • Mass Mailings: Prepare documents and materials for large-scale mass mailings.
  • Inventory Management: Maintain accurate inventory records for stationery and office supplies.
  • Courier Coordination: Organize and track courier deliveries to ensure timely dispatch and receipt.
  • Facility Sanitation: Support cleanliness efforts by helping keep the premises disinfected and orderly.
  • Room Maintenance: Perform daily maintenance of conference rooms and designated paper storage areas.
  • Administrative Support: Assist at the reception desk with general administrative support tasks.
  • Event Support: Support catering service activities during meetings and events.
  • Operational Support: Complete additional assigned duties to ensure smooth facility operations.

10. Mail Clerk Functions

  • Mail Receiving: Receive facility mail from external sources, including government clients and major carriers.
  • Postal Delivery: Deliver mail daily to the local Post Office for processing.
  • Mail Distribution: Pick up and distribute mail across multiple buildings and designated mailboxes.
  • Outgoing Preparation: Prepare outgoing mail for accurate and timely processing.
  • Mail Inspection: Inspect incoming and outgoing mail for suspicious content and policy compliance.
  • Vehicle Operation: Operate vehicles to transport mail and packages between buildings.
  • Timed Delivery: Sort and deliver incoming mail and packages to assigned floors within established timeframes.
  • Postage Processing: Wrap, seal, weigh, and affix postage to outgoing mail in accordance with postal regulations.
  • Interoffice Distribution: Prepare special interoffice pouches for internal distribution.
  • Express Shipping: Package and process overnight shipments through major express carriers.
  • Overnight Delivery: Deliver incoming overnight packages within required delivery windows.
  • Item Logging: Log incoming and outgoing items, reviewing entries for accuracy and completeness.
  • SAP Processing: Process Indirect Goods Receipts in SAP according to established procedures.
  • Issue Resolution: Collaborate with end users to resolve issues related to problem receipts.
Editorial Process

Lamwork content is developed through structured review of publicly available job postings and documented hiring trends.

Editorial operations are managed by Thanh Huyen, Managing Editor, with research direction and final oversight by Lam Nguyen, Founder & Editorial Lead. Content is periodically reviewed to reflect observable labor market changes.