Mail Services Clerk

Job Title:

Mail Services Specialist Job Description

The Mail Services Specialist supports daily mailroom and warehouse operations by processing incoming and outgoing mail, managing inventory, and coordinating deliveries between office locations. This role ensures timely mail distribution, accurate recordkeeping, and consistent customer service to internal staff while maintaining secure and organized storage areas.

• Process and complete work requests, warehouse requests, and maintenance requests accurately and on time.
• Assist in maintaining both manual and electronic inventory systems, ensuring records are current and accurate.
• Load and unload boxes and trucks, and move materials safely between warehouse and office locations.
• Clean and organize storage areas, maintaining a safe and orderly work environment.
• Ensure the security of equipment and materials through proper use of physical locks, established procedures, and recordkeeping practices.
• Receive incoming freight and deliveries, verify items against invoices, and confirm that all items are in good condition.
• Help coordinate surplus items in accordance with state procedures and guidelines using the Property Surplus system.
• Handle mail delivered by USPS, state mail shuttles, and mail couriers, ensuring all items are processed correctly.
• Deliver mail to agency divisions using push-carts or hand trucks, maintaining a tight and consistent delivery schedule.
• Meet all mail route, pickup, and delivery time expectations, recognizing the time-sensitive nature of mail processing.
• Assist a Supply Specialist in monitoring and maintaining adequate supplies of copy paper and other office materials.
• Help place supply orders within authorized limits and ensure ordering is completed promptly when requested by the Supply Specialist.
• Obtain required approvals and signatures for purchases that exceed authorized limits.
• Follow established purchasing rules and procedures when ordering supplies and resolving billing issues.
• Communicate with vendors to resolve billing errors and track down missing shipments by contacting vendors, freight carriers, and transport companies.
• Support the Supply Specialist in coordinating inventory duties for equipment and property as needed.
• Help coordinate and implement small office moves with other operations staff, including moving supplies, equipment, and furniture.
• Operate or coordinate the use of motor vehicles to pick up and deliver supplies, equipment, furniture, and mail.
• Respond to staff inquiries regarding stock availability and purchasing procedures in a clear and helpful manner.
• Coordinate and address customer requests, ensuring high-quality customer service and timely completion of assigned work.
• Communicate clearly and accurately with coworkers and customers on a daily basis to maintain a consistent level of service.
• Provide coverage for mail areas as needed to ensure uninterrupted mailroom operations.
• Deliver supplies, paper, and other materials to internal customers as requested.
• Pull archive boxes for pickup and delivery between the warehouse and office locations, including Department of Justice offices.
• Perform data entry, filing, scanning, imaging, and sorting tasks to support mail processing and inventory management.

• Valid driver’s license.
• Strong organizational skills to manage mail routes, inventory, and multiple work requests.
• Clear and effective verbal and written communication skills.
• Ability to perform accurate data entry and maintain detailed records.
• Experience with mail processing, including handling, sorting, and routing mail.
• Customer service skills with a customer service–oriented approach to internal stakeholders.
• Proficiency with Microsoft Office applications.
• Ability to perform filing, scanning, imaging, and sorting tasks efficiently.
• Ability to work on a tight schedule and consistently meet time-sensitive delivery expectations.
• Capability to safely load, unload, and move boxes and other materials.

• Experience working in a mailroom, warehouse, or similar operations environment.
• Familiarity with inventory systems, including both manual and electronic recordkeeping.
• Experie…