Mail Clerk

The Mail Clerk is responsible for the accurate processing, sorting, tracking, preparation, and delivery of inbound and outbound mail and packages within a client-site office environment. The position supports mail classification, recipient research, package tracking, postage and presort processing, equipment operation, route delivery, financial and payroll mail handling, and the protection of confidential information while meeting established service levels and customer-service standards.

• Inbound Mail Classification & Processing – Review, sort, and batch inbound mail using site-defined criteria; correctly distinguish inbound, outbound, and junk mail; understand how misclassification affects downstream accuracy and compliance; and meet established service levels and turnaround expectations.
• Junk & Research Mail – Identify junk mail using approved site examples and dispose of it in accordance with site policy; research mail with unclear recipients using approved resources; identify the appropriate recipient or department; document routing information when required; and complete sorting within expected turnaround times.
• Recipient Identification & Routing – Identify recipients using attention lines, department names, addresses, suite numbers, return addresses, company names, and other visible indicators; apply mail codes when applicable; sort mail into the correct location; and place unresolved items in the designated research area.
• Package Tracking & Chain of Custody – Identify package recipients, scan packages upon receipt and delivery, place items in appropriate holding or delivery areas, collect required proof of delivery or signatures, research routing through tracking numbers and approved systems or logs, maintain volume reporting, verify package condition and required information, and maintain physical control through final handoff.
• Outbound Mail Processing – Identify outbound mail requiring no additional postage, postage application, or package labeling; route items to designated staging areas; sort by type and class; apply correct postage; prevent presort contamination; perform daily reporting; and create jobs based on postage requirements.
• Folder/Inserter Operations – Operate the Relay 7000 and similar mail-processing equipment to fold and insert documents; verify prior jobs are recorded; maintain folding logs and end-of-day spreadsheet entries; clear counters and decks; load media; select appropriate jobs based on letter type; adjust folds to ensure address visibility; troubleshoot common jams; and coordinate equipment service and maintenance documentation when necessary.
• Equipment Cleaning & Maintenance – Follow cleaning schedules and triggers, identify cleanliness issues, use approved cleaning materials, clean required equipment areas correctly, inspect equipment for jams or stray paper, and clear jams safely and appropriately.
• Walking Runs & Final Delivery – Prepare delivery routes by identifying priority and time-sensitive items, sorting mail in route sequence, accounting for all assigned items before leaving the mail center, and confirming no route mail remains behind; deliver to correct locations, obtain proof of delivery when required, and handle undeliverable items according to procedure.
• Safety, Privacy & Confidentiality – Use carts safely to prevent tipping, spills, or dropped items; control cart speed in public and clinical areas; keep mail contained and covered during transport; prevent visibility of sensitive information; and avoid leaving carts or mail unattended in hallways or public spaces.
• Financial, Accounts Payable & Payroll Mail – Process Financial Department mail according to departmental procedures, including printing checks…