Mail Clerk

OUTSOURCE MANAGEMENT GROUP LLC•Blue Ash, OH

4d•$16 - $17•Onsite

About The Position

The Mail Clerk processes, sorts, tracks, prepares, and delivers inbound and outbound mail and packages in a client-site office environment. The role supports mail classification, recipient research, package tracking, postage and presort processing, mail-processing equipment operation, route delivery, and financial and payroll mail handling. The position protects confidential information while meeting established service levels and customer-service standards. Work is performed in mailroom, office, financial, clinical, and other active client-site environments, with frequent movement between work areas and delivery locations. The role may involve moderate noise, mail-processing equipment, carts, and handling sensitive or confidential materials.

Requirements

High school diploma or equivalent required.
Strong attention to detail and organizational and time-management skills.
Basic computer proficiency.
Effective communication and customer-service skills.
Ability to follow detailed procedures and service-level expectations.
Ability to work independently and as part of a team.
Ability to safely push carts and operate equipment with sufficient manual dexterity.
Ability to lift, carry, push, and/or pull materials up to 35 pounds, using lift-assist tools as needed and as required by the assigned site.

Nice To Haves

Previous experience in a mailroom, shipping and receiving, logistics, records processing, or administrative support environment.
Experience operating mail-processing equipment, including folder/inserter or postage systems.

Responsibilities

Review, sort, and batch inbound mail according to site-defined criteria; distinguish inbound, outbound, and junk mail; and meet established service levels and turnaround expectations.
Identify and dispose of junk mail according to site policy; research mail with unclear recipients using approved resources; identify appropriate recipients or departments; document routing information when required; and complete sorting within expected turnaround times.
Identify recipients using visible mail indicators, apply mail codes when applicable, sort mail to the correct location, and place unresolved items in the designated research area.
Track packages by identifying recipients, scanning at receipt and delivery, placing items in appropriate holding or delivery areas, collecting proof of delivery or signatures, researching routing, maintaining volume reports, checking package condition and required information, and maintaining physical control through final handoff.
Process outbound mail by identifying postage and labeling needs, routing items to staging areas, sorting by type and class, applying correct postage, preventing presort contamination, performing daily reporting, and creating jobs based on postage requirements.
Operate the Relay 7000 and similar equipment to fold and insert documents; record jobs, maintain logs and end-of-day spreadsheet entries, clear counters and decks, load media, select appropriate jobs, adjust folds for address visibility, troubleshoot common jams, and coordinate service and maintenance documentation when needed.
Clean and maintain equipment according to schedules and triggers; use approved cleaning materials, inspect for jams or stray paper, and clear jams safely.
Prepare walking routes by prioritizing time-sensitive items, sorting mail in route sequence, accounting for assigned items before leaving the mail center, and confirming no route mail remains; deliver items to correct locations, obtain proof of delivery when required, and handle undeliverable items according to procedure.
Use carts safely, control cart speed in public and clinical areas, keep mail contained and covered during transport, protect sensitive information from view, and avoid leaving carts or mail unattended in hallways or public spaces.
Process Financial Department mail according to departmental procedures, including printing and verifying checks, completing payment-generation work on schedule, processing Accounts Payable mail using designated equipment, verifying invoices and correspondence, checking designated finance mailboxes, collecting sorted mail, and sorting payroll mail. Prepare printers for check production when requested.
Provide professional, respectful, timely customer service; communicate clearly and accurately; demonstrate accountability, ownership, and follow-through; maintain a clean, professional appearance; and adapt to client-site culture and workflow expectations.
Perform additional duties and assignments as directed by management to support operational and business needs.