Mail Clerk

Description

Job Summary

The Mailroom Clerk plays a crucial role in supporting the Accounting and Operations teams by handling a variety of administrative tasks to ensure smooth and efficient workflows. This position is responsible for sorting, processing, and distributing incoming and outgoing mail, as well as managing document organization, scanning, and filing. Additionally, the Mailroom Clerk will assist with data entry, invoice processing, and record-keeping to support the company’s financial and operational processes. Beyond core mailroom responsibilities, this role provides general administrative support to internal teams as needed, helping to maintain organized and efficient office operations. The Mailroom Clerk must demonstrate attention to detail, reliability, and the ability to multitask in a fast-paced environment. At InformData, accuracy and trust are at the heart of what we do. The Mailroom Clerk will be a key contributor to upholding these values by ensuring that critical documents and correspondence are handled with care, efficiency, and confidentiality. 

Duties and Responsibilities 

• Manage Mail Operations: Receive, sort, and distribute incoming mail and packages daily, handling a high volume of 79-80 pieces efficiently and accurately. Ensure that all mail is delivered to the appropriate departments or individuals in a timely manner.
• Process Outgoing Mail: Prepare and send a high volume of 50-100 outgoing mail items, including standard mail, overnight packages, and priority shipments. Ensure proper labeling, postage, and documentation for tracking purposes.
• Handle Financial Transactions Securely: Process and manage checks, money orders, and petty cash with accuracy and confidentiality. Adhere to company policies and financial controls to ensure secure handling of all monetary items.
• Assist with Administrative Support: Perform various administrative tasks as assigned by the management team, including document organization, data entry, and record-keeping. Support operational and accounting functions by preparing reports, processing invoices, and maintaining accurate files.
• Maintain Mailroom Efficiency: Organize and maintain mailroom supplies, ensuring adequate stock of envelopes, labels, and shipping materials. Troubleshoot mailing issues, coordinate with postal and shipping carriers, and implement improvements to optimize efficiency.
• Collaborate with Internal Teams: Work closely with accounting, operations, and other internal departments to support mail-related tasks and ensure seamless communication regarding important correspondence.
• Ensure Compliance and Confidentiality: Handle sensitive documents with care, maintaining confidentiality and compliance with company policies and industry regulations. Follow proper procedures for secure document disposal and data protection.

Please note that this job description is meant to give a basic understanding of the position and does not cover every part of the job duties and requirements. InformData reserves the right to change or assign other duties to this position at any time.

Qualifications

Qualifications

• Experience: At least one year of administrative support experience is preferred, particularly in a mailroom, office, or operations setting. Experience handling mail processing, financial transactions, or office coordination is a plus.
• Communication Skills: Must have strong verbal and written communication skills to interact effectively with team members, management, and external vendors. The ability to clearly convey information and follow up on tasks is essential.
• Technical Proficiency: Familiarity with and confidence in using email and messaging platforms such as Outlook, Microsoft Teams, and other office communication tools. Ability to quickly learn and adapt to new software or internal systems.
• Organizational Skills: Strong ability to manage multiple tasks efficiently, prioritize work, and maintain accurate records. Must be able to work in a fast-paced environment while ensuring accuracy and meeting deadlines.
• Attention to Detail: High level of accuracy when sorting and processing mail, handling financial transactions, and completing administrative tasks. Must be thorough in reviewing documentation and following procedures to minimize errors.
• Ability to Follow Directions: Must be able to comprehend and execute both written and verbal instructions accurately. Should be proactive in seeking clarification when needed and demonstrate a strong ability to adhere to company policies and procedures.

Working Conditions 

• This position requires the incumbent to work indoors at a desk for extended periods of time and use of workstation.
• The person must be able to comprehend and follow work instructions in a fast-paced, team environment. 
• This position may be requested to work overtime on occasion to meet company objectives

For Americans with Disabilities Act (ADA) purposes, the essential functions of the job may or may not have been described for ADA reasonable accommodation. All reasonable accommodation requests will be reviewed and evaluated on a case-by-case basis.

InformData is an equal opportunity employer and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.