How to Be Mail Clerk - Job Description, Skills, and Interview Questions

Aug 8, 2021 / 4 Minutes Read / By Albert

How to Become

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The increasing use of technology in the workplace has caused mail clerks to become obsolete. With the introduction of email, fax machines, and other digital communication methods, the need for physical mail processing has drastically declined. As a result, many mail clerks have had to find other employment opportunities or face unemployment. This has had a ripple effect on the postal service industry, leading to fewer jobs and less revenue.

Steps How to Become

Obtain a High School Diploma. Mail clerks must have at least a high school diploma or equivalent.
Gain Relevant Work Experience. Most employers prefer applicants who have some type of relevant experience or training in office work.
Learn Basic Office Skills. Mail clerks should be familiar with basic office skills, such as filing, typing, and using a computer.
Become Familiar With Mail-Handling Procedures. Mail clerks should understand the proper way to handle and distribute mail, including sorting, weighing, labeling, and delivering mail.
Obtain Certification. Although not required by all employers, some mail clerks may choose to obtain certifications that demonstrate their skills and knowledge in the field.
Consider Further Education. Some employers may prefer applicants who have a college degree in business or a related field.

As a mail clerk, it is important to stay ahead and capable in order to be successful. Staying organized and managing workloads efficiently is essential to staying ahead. Taking notes and paying close attention to detail will help to ensure that all mail is handled correctly.

Being proactive and staying on top of deadlines is also key to staying ahead. having a good understanding of postal regulations and guidelines will help to ensure that all mail is handled correctly and is compliant with rules and regulations. By staying ahead, mail clerks can maintain a high level of efficiency, accuracy, and productivity.

You may want to check Post Office Security Guard, Postal Machine Operator, and Postal Clerk for alternative.

Job Description

Sort incoming mail.
Deliver mail to responsible personnel.
Collect outgoing mail and ensure that it is delivered to the post office.
Prepare invoices, reports, and other documents for mailing.
Operate postage machines and scales to process mail.
File documents and maintain records of incoming and outgoing mail.
Receive packages and ensure delivery to appropriate personnel.
Respond to customer inquiries related to mail delivery.
Ensure that all mail received is properly addressed and labeled.
Maintain a clean, safe, and organized workspace.

Skills and Competencies to Have

Attention to detail
Organizational skills
Time management
Accuracy
Strong communication skills
Knowledge of mail sorting and handling procedures
Ability to lift and move large mail bags and packages
Computer literacy
Familiarity with office equipment such as postage machines, envelope sealers, and mail scales
Ability to work independently and as part of a team

Organizational and communication skills are essential for success as a Mail Clerk. Having the ability to effectively manage time and prioritize tasks is paramount to ensuring that mail is delivered on time and in the correct order. Being able to communicate effectively with both customers and colleagues is also essential in getting the job done quickly and accurately.

having a good eye for detail will help to ensure that all packages are properly sealed and labeled before being shipped. Finally, having basic computer skills will help with the filing of documents and tracking of packages. All of these skills combined will aid a Mail Clerk in achieving success in their role.

Part-Time Mail Carrier, Mailroom Associate, and Postal Services Manager are related jobs you may like.

Frequent Interview Questions

What experience do you have with mail sorting and distribution?
How do you prioritize mail when faced with a backlog of deliveries?
What types of customer service skills do you possess?
What experience do you have with package tracking systems?
How would you handle a situation in which a customer was dissatisfied with the delivery of their mail?
Are you familiar with rules and regulations regarding the handling of confidential mail?
How do you stay organized when juggling multiple tasks?
How would you handle a mailroom emergency, such as an overloaded mail truck?
Do you have any experience with bulk mailings or mailing lists?
How do you handle customer complaints or inquiries?

Common Tools in Industry

Folding Machine. Used to fold documents into specific sizes. (eg: Letter-sized paper folded into thirds)
Mail Sorter. Used to sort mail into specific categories. (eg: Grouping envelopes by size and weight)
Label Maker. Used to create labels for packages and envelopes. (eg: Shipping labels with addresses and barcodes)
Shredder. Used to securely shred confidential documents. (eg: Medical records or financial information)
Stapler. Used to join documents together. (eg: Fastening brochures or booklets)
Tape Dispenser. Used to apply tape to packages and envelopes. (eg: Adhesive tape for sealing packages)
Postal Scale. Used to measure the weight of parcels. (eg: Weighing a package for accurate postage calculation)

Professional Organizations to Know

American Society for Quality (ASQ)
International Association of Administrative Professionals (IAAP)
Institute of Certified Professional Managers (ICPM)
National Association of Postal Supervisors (NAPS)
National Postal Mail Handlers Union (NPMHU)
National Association for Mail and Business Services (NAMBS)
National Association of Mail Equipment Technicians (NAMET)
International Mailers Advisory Group (IMAG)
American Postal Workers Union (APWU)
Association of Mail and Business Centers International (AMBCI)

We also have Mail Processing Clerk, Postal Service Technician, and Mail Services Coordinator jobs reports.

Common Important Terms

Post Office Box. An address assigned to a customer by the postal service to receive mail.
Bulk Mailing. A process of sending large numbers of mail pieces in one mailing.
Direct Mail. The practice of sending mail directly to a specific person or address.
Mail Meter. An automated machine that prints postage onto envelopes.
Courier Service. A company that provides a service to pick up and deliver mail and packages.
Delivery Confirmation. A service provided by the postal service to track the delivery or attempted delivery of a mail piece.
Return Receipt. A service offered by the postal service that provides proof that a mail piece was delivered or attempted to be delivered.
Postal Rate. The cost charged by the postal service for mailing a mail piece.
Inbound Mail. Mail that is received from another person or address.
Outbound Mail. Mail that is sent out from an individual or organization.

Frequently Asked Questions

What is a Mail Clerk?

A Mail Clerk is responsible for sorting and distributing incoming mail, as well as preparing outgoing mail for delivery.

What type of tasks do Mail Clerks perform?

Mail Clerks typically perform tasks such as sorting mail by address, metering, stamping, labeling and organizing mail for delivery, as well as preparing packages and parcels for shipment.

What are the educational requirements for a Mail Clerk?

Most Mail Clerks do not require any formal education or certification. However, some employers may require a high school diploma or equivalent.

What skills are needed to be a successful Mail Clerk?

To be successful in this role, Mail Clerks should have strong organizational, problem-solving, and communication skills. Additionally, they should be able to lift heavy mail bags and packages, as well as operate small machinery, such as postage meters.