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

Jan 27, 2023 / 5 Minutes Read / By Albert

How to Become

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The Mail Processing Clerk is an essential role in the postal service industry. Their duties include sorting mail, labeling packages, and preparing them for delivery. When they do their job correctly, mail and packages are delivered on time and in good condition.

This allows customers to receive their orders and packages quickly and with minimal damage, which increases customer satisfaction and loyalty. it helps to ensure the timely delivery of important correspondence, such as bills and business documents. When the mail processing clerk does not perform their job correctly, it can lead to delays, lost packages, and unhappy customers, resulting in a loss of business for the company.

Steps How to Become

Obtain a high school diploma or equivalent. Most employers require applicants for mail processing clerk positions to have at least a high school diploma or equivalent.
Gain experience in a related field. Experience working with computers and mail equipment is helpful for mail processing clerks. Candidates should also have basic math and communication skills.
Take relevant classes. Classes in Microsoft Office, data entry, or mail sorting can help applicants become more competitive in the job market.
Apply for open positions. Applicants should look for job postings on job sites and in newspapers. The website of the United States Postal Service is also an excellent resource.
Take an assessment test. The U. S. Postal Service requires applicants to take an assessment test that evaluates their knowledge of computers, problem-solving skills, and customer service ability.
Attend an interview. The interview process typically includes a series of questions about the applicant's experience and qualifications.
Pass a background check. The U. S. Postal Service requires all applicants to pass a background check before they can be hired as a mail processing clerk.

Staying ahead and competent as a mail processing clerk requires dedication, focus, and an ongoing commitment to professional development. Effectively managing and organizing incoming and outgoing mail requires knowledge of the latest technologies, techniques, and software updates. Developing a system for staying current on these advances can help clerks stay ahead of the competition.

Investing time in research and taking courses to increase knowledge of postal regulations, and gaining experience with automated sorting and labeling systems is also important for staying ahead. staying organized and keeping up to date with changes in the industry is essential for remaining competitive in the field. By dedicating time and effort to updating professional skills and knowledge, mail processing clerks can ensure they remain competent and competitive.

You may want to check Rural Carrier Associate, Part-Time Mail Carrier, and Mailroom Supervisor for alternative.

Job Description

Receive, sort and distribute incoming mail.
Prepare outgoing mail for delivery.
Process incoming and outgoing mail according to established procedures.
Stamp, meter and affix postage to outgoing mail.
Complete all paperwork associated with mail processing.
Operate postage machines, scales and other office equipment.
Assemble, address and affix labels to envelopes.
Package large or bulky items for mailing.
Maintain records of postage expenditures.
Make sure all documents are properly labeled and filed in the appropriate location.
Update and maintain mailing lists.
Perform other related duties as assigned.

Skills and Competencies to Have

Knowledge of postal regulations and procedures
Ability to handle and process mail efficiently
Familiarity with sorting and labeling techniques
Ability to read and understand addresses
Proficiency in operating computers and other office equipment
Excellent organizational skills
Ability to lift and move heavy boxes
Excellent customer service skills
Attention to detail
Ability to work independently and as part of a team

Effective communication is an essential skill for a Mail Processing Clerk to possess. This skill allows them to interact with customers, colleagues, and other departments in a professional manner. Without this skill, it can be difficult to understand instructions, communicate expectations, and maintain a productive workflow.

Furthermore, the ability to multitask and prioritize tasks is also a key factor in success. This helps the clerk stay organized and efficient while dealing with the high volume of incoming mail. having strong attention to detail is important for accuracy in sorting and delivering mail.

By having these skills and a strong work ethic, a Mail Processing Clerk can effectively manage the responsibilities of their role and provide excellent customer service.

Delivery Driver, Postal Clerk, and Postal Service Technician are related jobs you may like.

Frequent Interview Questions

What experience do you have with mail processing?
How have you handled high-volume mail sorting?
What techniques do you use to stay organized and efficient when processing mail?
How do you prioritize tasks when working on a large volume of mail?
Describe a time when you had to troubleshoot an issue related to mail processing.
How would you handle a customer service issue related to mail processing?
What safety protocols do you follow when handling mail and packages?
Are you comfortable using mail processing equipment such as scales, postage machines, and other equipment?
Do you have any experience in bulk mail preparation and distribution?
Are you familiar with postal service regulations and requirements?

Common Tools in Industry

Mail Sorter. A machine used to sort mail by address, size, and weight (e. g. Neopost SI-30).
Scanning Software. Software used to scan and digitize physical mail (e. g. ABBYY FlexiCapture).
Postal Meter. A machine used to process postage for letters and packages (e. g. Pitney Bowes DM60).
Label Printer. A device used to print labels for mailing packages (e. g. Zebra ZP450).
Mail Tray. A container used to store and transport mail (e. g. Banker's Box 905).

Professional Organizations to Know

National Association of Postal Supervisors (NAPS)
National Postal Mail Handlers Union (NPMHU)
National Association of Letter Carriers (NALC)
American Mailing Association (AMA)
Envelope Manufacturers Association (EMA)
Association for Postal Commerce (APC)
International Association of Postal and Shipping Administrators (IAPSA)
National Postal Forum (NPF)
National Postal Policy Council (NPPC)
Institute of Postal and Distribution Management (IPDM)

We also have Mail Delivery Driver, Mail Handler, and Letter Carrier jobs reports.

Common Important Terms

Mail Sorter. A worker who is responsible for sorting and categorizing mail according to its destination.
Postal Clerk. A person whose job is to receive, sort, and deliver mail.
Postage Meter. A device used to print postage on envelopes or packages.
Postal Scale. A device used to weigh parcels and determine the correct postage.
Mail Carrier. A person responsible for delivering mail to residences and businesses.
Mail Opening Machine. A machine used to quickly open mail and separate the contents.
Bulk Mail Processing. The process of sorting, labeling, and delivering large batches of mail.
Address Verification Software. A system used to ensure that mailing addresses are accurate and up-to-date.

Frequently Asked Questions

What is the job description of a Mail Processing Clerk?

A Mail Processing Clerk is responsible for sorting and distributing incoming mail and packages, preparing outgoing mail, and providing customer service support in a mailroom or other mail handling environment.

What qualifications are needed to be a Mail Processing Clerk?

To be a Mail Processing Clerk, you must typically possess basic literacy and numeracy skills, as well as excellent organizational skills. Knowledge of postal regulations and procedures is also helpful.

What are the typical duties of a Mail Processing Clerk?

Typical duties of a Mail Processing Clerk include sorting and delivering incoming mail, preparing outgoing mail, assisting customers with inquiries, and providing general clerical support.

How much does a Mail Processing Clerk typically earn?

The median annual salary for a Mail Processing Clerk is approximately $30,000. Salaries may vary depending on the location, employer, and experience.

What hours does a Mail Processing Clerk typically work?

Mail Processing Clerks typically work full-time hours during regular business hours, though some may work evenings or weekends depending on the needs of the employer.