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

Apr 17, 2020 / 5 Minutes Read / By Albert

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The Mail Room Clerk is an important position in any office setting. The primary responsibility of the Mail Room Clerk is to ensure that all mail and packages are sorted, processed, and delivered to the appropriate recipients in a timely manner. This requires a great deal of organization and accuracy, as delays or mistakes could have serious consequences.

If the Mail Room Clerk does their job well, it can have a positive effect on the rest of the office. It will reduce stress, improve efficiency, and make it easier to stay on top of deadlines. On the other hand, if the Mail Room Clerk is inefficient or unreliable, it can lead to chaos and delays that can have a damaging effect on the entire office.

Steps How to Become

Obtain the necessary education. Most employers prefer to hire mail room clerks who have a high school diploma or equivalent. Those who have some college experience may be preferred over those who only have a high school diploma.
Get experience in the field. Some employers look for applicants with experience in the mail room. Consider applying for internships or volunteering in the mail room at local businesses.
Look for open positions. Check job boards and classifieds for mail room clerk positions. Check companies websites, as many times they list open positions that are not posted elsewhere.
Apply for the position. Send in a resume, cover letter, and any other requested materials to the company. Make sure to follow up on your application.
Prepare for an interview. Research the company youre applying for and practice common interview questions. Make sure to dress professionally and arrive to the interview on time.
Pass the background check. Most employers require a background check before hiring mail room clerks. Make sure all of your information is accurate and up to date.
Begin working as a mail room clerk. Once youve been hired, youll need to learn the companys policies and procedures and get to work. Follow all safety protocols and take your job seriously.

In order to stay updated and competent as a mail room clerk, it is important to stay organized and maintain an efficient filing system. A well-organized filing system helps to keep track of incoming and outgoing mail, as well as any other materials that need to be managed. staying on top of new regulations and policies is important in order to ensure compliance with any relevant laws and regulations.

Furthermore, staying up to date with the latest technology can help minimize errors and make the mail room run more efficiently. Finally, remaining communicative with coworkers and customers and being open to feedback can help ensure that the mail room runs smoothly. By staying organized, keeping up with laws and regulations, utilizing technology, and staying communicative, a mail room clerk can remain competent and up to date.

You may want to check Mail Carrier Assistant, Postal Clerk, and Mail Processing Clerk for alternative.

Job Description

Sort incoming mail and packages according to established procedures.
Open, sort, and route incoming mail to the appropriate recipients.
Prepare outgoing mail for distribution according to addresses on envelopes.
Check for accuracy of postage, labels, and other information on mail.
Ensure that packages and letters are properly packaged, addressed, and sealed.
Operate postage machines, postage scales, and other office equipment as needed.
Deliver mail and packages to appropriate departments and locations.
Record and maintain records of incoming and outgoing mail.
Respond to inquiries from staff members and the public regarding mail-related topics.
Maintain cleanliness of the mailroom and ensure that supplies are adequately stocked.

Skills and Competencies to Have

Knowledge of basic office equipment, such as copiers, printers, scanners and fax machines
Familiarity with postal regulations and procedures
Ability to operate computerized mailing systems
Strong organizational skills
Excellent communication and customer service skills
Ability to lift and transport heavy packages
Attention to detail
Accurate data entry skills
Ability to multi-task
Knowledge of shipping requirements, including hazardous materials

Organizational skills are an essential skill for a Mail Room Clerk to possess. Being able to properly organize mail, packages, and other materials is a key factor in ensuring that all items are delivered in a timely manner. Without strong organizational skills, a Mail Room Clerk may find themselves overwhelmed, leading to delays in the delivery of packages and mail.

the ability to multitask is important in order to manage the various tasks that come with the job. A good Mail Room Clerk should be able to sort mail and packages, answer customer inquiries, and operate various types of office equipment. Furthermore, strong communication skills are needed to effectively interact with customers and answer any questions they may have.

Finally, computer knowledge is important as a Mail Room Clerk may be responsible for tracking packages and mail through various databases. Possessing these key skills allows the Mail Room Clerk to efficiently perform their job and ensure that all items are delivered on time.

Collection Box Clerk, Postal Service Worker, and Letter Carrier are related jobs you may like.

Frequent Interview Questions

What experience do you have working in a mail room?
How would you handle sorting large volumes of mail quickly and accurately?
Describe a time when you had to deal with a difficult customer when delivering mail.
What procedures do you follow to ensure the security of confidential documents?
What strategies do you use to stay organized and efficient when working in a mail room?
What challenges have you faced working in a mail room and how did you overcome them?
How would you handle a situation where you need to deliver packages but the recipient is not available?
Describe your experience with operating mail room equipment, such as sorting machines and scanners.
How would you handle a situation where you need to deliver a package but cant locate the address?
What safety precautions do you follow when handling large volumes of mail?

Common Tools in Industry

Mail Sorter. This tool sorts mail by address, date, or other criteria. (e. g. USPS Sorting Machine)
Label Maker. This tool prints labels on envelopes or packages for easier sorting and delivery. (e. g. Brother P-Touch Label Maker)
Mailbox Key Set. This tool includes various keys that are used to open locked mailboxes. (e. g. Master Lock 7-pin and 4-pin Key Set)
Mail Scale. This tool is used to weigh and measure mail for postage calculations. (e. g. Dymo Digital Postal Scale)
Mail Delivery Carts. This tool is used to transport mail from one place to another. (e. g. Rubbermaid Commercial Mail Cart)
Computer. This tool is used to input and organize mail-related data and to print labels and postage stamps. (e. g. Dell Inspiron Desktop Computer)

Professional Organizations to Know

National Postal Mail Handlers Union (NPMHU)
Association of Postal Commerce (APC)
American Postal Workers Union (APWU)
National Association of Letter Carriers (NALC)
National Federation of Postal Clerks (NFPC)
National Association of Postal Supervisors (NAPS)
Mail Equipment and Technology Association (META)
Association for Postal Commerce (APC)
International Mailers' Advisory Group (IMAG)
National Council of Postal Operations Managers (NCPOM)

We also have Parcel Delivery Driver, Postal Inspector, and Postal Service Courier jobs reports.

Common Important Terms

Postal Service. An organization that provides a public postal service, usually run by the government.
Courier Services. Businesses that transport and deliver packages, documents, and other items from one location to another.
Mail Sorting. The process of organizing and sorting mail into categories for delivery.
Mail Meter. A device used to print postage on envelopes and packages for mailing.
Mailbox. A receptacle for storing incoming mail.
Bulk Mail. Large amounts of mail sent at one time, usually in large shipments.
Postage Stamps. Stamps purchased from the post office to pay for the delivery of mail.
Postage Scale. A device used to measure the weight of mail to determine the cost of postage.
Mail Carrier. A person who delivers mail to homes or businesses.
Mailroom Clerk. An individual responsible for sorting and delivering mail in an office or business setting.

Frequently Asked Questions

What are the main duties of a Mail Room Clerk?

The main duties of a Mail Room Clerk include sorting, delivering, and collecting mail; operating a variety of office equipment such as postage meters and mail scales; maintaining accurate records of outgoing and incoming mail; and ensuring mail is properly packaged for delivery.

What qualifications are required to become a Mail Room Clerk?

To become a Mail Room Clerk, it is generally required to have a high school diploma or equivalent, as well as basic computer skills. Depending on the employer, experience in the postal service or related field may be beneficial.

How much does a Mail Room Clerk earn on average?

According to the U.S. Bureau of Labor Statistics, the median annual wage for Mail Room Clerks was $29,630 in May 2020.

What is the job outlook for the position of Mail Room Clerk?

The job outlook for the position of Mail Room Clerk is expected to decline by 5% from 2019 to 2029, due to advances in technology making the role more automated.

What are some key traits to be successful as a Mail Room Clerk?

Some key traits to be successful as a Mail Room Clerk include excellent organizational skills, strong attention to detail, good communication and customer service skills, and the ability to work independently and efficiently.