Mail Clerk

OUTSOURCE MANAGEMENT GROUP LLC•Norwood, OH

About The Position

The Mail Clerk is responsible for accurately and promptly processing, tracking, sorting, routing, and delivering inbound and outbound mail and packages at an assigned client location. The role supports service-level expectations by ensuring items are identified, researched, scanned, staged, delivered, and documented in accordance with site procedures. The Mail Clerk performs walking delivery routes, maintains proof-of-delivery records using assigned tracking systems, researches unclear recipient information, and follows site-specific privacy, safety, security, and customer-service procedures. The role requires attention to detail, accountability, and the ability to work effectively in a clinical and customer-focused environment. The position is based in a client facility and may involve mailroom, office, public, and clinical areas. Work includes regular standing and walking, moving throughout the facility, using carts, handling mail and packages, and operating scanning and mail-processing equipment. Some lifting of up to 35 pounds is required with assistance and/or lift-assist tools.

Requirements

High school diploma or equivalent.
Ability to learn and follow Standard Operating Procedures (SOPs), client requirements, service-level agreements (SLAs), and site-specific workflows.
Strong attention to detail and ability to maintain accuracy while performing repetitive tasks.
Basic computer skills and ability to learn scanning, tracking, logging, and reporting systems.
Ability to communicate professionally with customers, coworkers, and management.
Ability to safely handle and transport mail, packages, carts, and other job-related materials.
Ability to work independently and as part of a team.
Ability to maintain confidentiality and comply with applicable privacy and security requirements.

Nice To Haves

Previous experience in mailroom operations, package processing, customer service, shipping and receiving, or a related operational environment.

Responsibilities

Provide professional, respectful, timely, and accurate customer service to customers, client staff, visitors, and internal team members; communicate clearly, take ownership, maintain a professional appearance, and adapt to the assigned location’s culture and workflows.
Review, classify, identify, research, sort, and route inbound mail using site-defined criteria and approved resources; distinguish inbound, outbound, and junk mail using established criteria; prevent junk mail from entering route sort or other workflows; and dispose of junk mail according to approved procedures.
Log mailpieces accurately by applicable class using required physical and electronic tracking tools, including interoffice, certified, BRM, Priority, and other designated categories.
Identify package recipients, scan packages upon receipt and delivery, place packages in appropriate holding or delivery areas, obtain required proof of delivery or signatures, research routing using approved resources, and maintain package reporting and volume records.
Identify correct mail recipients using available envelope, address, department, company, and other information; place uncertain items in designated research trays or tubs; use available research resources; add routing notations when required; and escalate unresolved routing questions.
Identify outbound mail requiring postage and packages requiring labels, route materials to designated staging areas, and apply required mail codes and sorting information.
Prepare walking delivery routes by prioritizing time-sensitive materials, sorting mail in route sequence, and verifying assigned materials; complete required verification and scanning with CXT or other assigned tracking technology; deliver items to the correct locations; capture proof of delivery when required; and handle undeliverable items according to established procedures.
Operate carts safely, keep mail contained and protected during transport, protect confidential information from view, avoid leaving carts or mail unattended in hallways or public spaces, and follow applicable privacy, security, and safety procedures.
Follow equipment-cleaning schedules, use approved cleaning materials, clean designated components such as rollers, glass, and sensors, inspect equipment for stray paper or jams, and safely clear routine jams.
Sort outbound mail by type and class, understand applicable presort qualifications, apply appropriate postage, prevent presort contamination, complete daily reporting accurately, and create new jobs based on applicable postage requirements.
Perform additional duties and assignments as directed by management.