Mail and Records Clerk

Job Details

Level
:
Entry

Job Location
:
Portsmouth, OH 45662

Position Type
:
Full Time

Job Category
:
Administrative

Job Title: Mail and Records Clerk

Department: Administrative Services
Reports To: Office Manager / Administrative Supervisor
FLSA Status: Non-Exempt

Position Summary

The Mail and Records Clerk is responsible for the accurate, timely, and confidential handling of all incoming and outgoing agency mail. This role supports daily administrative operations by ensuring correspondence, packages, and internal documents are properly received, sorted, distributed, and dispatched in accordance with agency policies and applicable confidentiality standards.

• Receive, sort, date‑stamp, and distribute incoming mail, packages, and courier deliveries to appropriate departments and staff
• Prepare outgoing mail, including weighing, postage application, and coordination with postal and courier services
• Maintain logs for certified, registered, and tracked mail as required
• Ensure proper handling of confidential and sensitive documents in compliance with agency policies and applicable regulations
• Operate mailroom equipment such as postage meters, scanners, and copiers
• Coordinate with departments regarding special mailings, bulk mail, or priority shipments
• Monitor and maintain adequate mailroom supplies and request replenishment as needed
• Assist with internal document distribution and interoffice mail
• Support Record Clerk in processing Record Requests
• Maintain a clean, organized, and efficient mailroom environment
• Perform any other job duties as assigned by Supervisor

Knowledge, Skills, and Abilities

• Knowledge of standard mail handling procedures and postal regulations
• Strong attention to detail and organizational skills
• Ability to handle confidential information with discretion and professionalism
• Effective time management and ability to meet deadlines
• Basic computer skills, including email and document tracking systems
• Ability to communicate clearly and work cooperatively with staff across departments

Education and Experience

• High school diploma or equivalent required
• Previous clerical, mailroom, or administrative experience preferred