Mailroom Clerk job description.
A mailroom clerk sorts, processes, and distributes incoming and outgoing mail and packages within an organization. They keep mail flowing accurately and on time, supporting departments across the business with reliable delivery and basic shipping and receiving tasks.
The Mailroom Clerk job description · $29
The full editable .docx — role summary, 8 worked responsibilities, qualifications, and skills, formatted for your letterhead. Delivered to your inbox within 24 hours — usually instantly.
Role: Mailroom Clerk Reports to: Office Manager or Facilities Manager
A mailroom clerk sorts, processes, and distributes incoming and outgoing mail and packages within an organization. They keep mail flowing accurately and on time, supporting departments across the business with reliable delivery and basic shipping and receiving tasks.
- Sort and distribute incoming mail and packages to the correct recipients
- Prepare outgoing mail and packages for shipping via courier or postal service
- Operate postage meters, mail sorting, and package tracking equipment
What's inside the document.
One-paragraph plain-English explanation of the role's outcome and scope.
8 responsibilities phrased the way the work is actually done.
4 qualifications a candidate must have to perform on day 30.
2 qualifications that would make a candidate excellent in year two.
5 skill chips you can copy directly into your ATS.
Office Manager or Facilities Manager
A complete document set.
- Word document (.docx) — fully editable
- PDF — signature-ready
- Google Docs — one-click copy to your Drive
- 12 months of updates to this document
- Commercial-use licence for internal and client work
The work, not the title.
- Sort and distribute incoming mail and packages to the correct recipients
- Prepare outgoing mail and packages for shipping via courier or postal service
- Operate postage meters, mail sorting, and package tracking equipment
- Maintain accurate logs of incoming and outgoing shipments
- Coordinate with couriers and shipping vendors on pickups and deliveries
- Notify recipients of package arrivals in a timely manner
- Keep the mailroom organized, clean, and stocked with supplies
- Handle basic administrative tasks such as filing and data entry
Required — and what would make a candidate excellent.
- High school diploma or equivalent
- Strong organizational and time-management skills
- Ability to lift and carry packages of moderate weight
- Basic computer skills for tracking and logging shipments
- Prior mailroom, shipping, or receiving experience
- Familiarity with postage meter and package tracking systems
Eight steps from download to publish.
- 01Open the Mailroom Clerk job description in Word or your one-click Google Docs copy.
- 02Replace placeholders for company name, reporting line, and location with your specifics.
- 03Tighten the summary to one paragraph that names the team's outcome, not just the role.
- 04Edit the responsibilities to match the actual scope of the seat — aim for 6 to 8 items, not 12.
- 05Separate required qualifications from preferred. Required is what a candidate must have to do the work on day 30; preferred is what would make them excellent in year two.
- 06Add salary range guidance using BLS, Payscale, or your own band data — do not copy generic figures.
- 07Have the hiring manager and one peer read it. Cut anything that wouldn't survive a candidate question.
- 08Publish to your ATS, intranet, and external careers page.
The right document at the right moment.
Use this Mailroom Clerk job description any time you are opening or reopening a seat at this level. The entry band sets the calibration — copy the document, tighten it to your specific scope, and circulate to the hiring panel before the first interview.
The reporting line (Office Manager or Facilities Manager) and skills list are starting points. Override either if your org structure or stack differs from the norm — the template is a draft, not a contract.
Honest answers before you download.
- Is a mailroom clerk role considered entry-level?
- Yes, most mailroom clerk positions are entry-level and provide on-the-job training in shipping, sorting, and basic administrative processes.
- What equipment does a mailroom clerk typically use?
- Common equipment includes postage meters, package scanners, mail sorting carts, and basic shipping software for tracking deliveries.
Other documents in this neighbourhood.
Mail Handler
A mail handler sorts, processes, and moves mail and packages within a postal or distribution facility.
Mail Carrier
A Mail Carrier delivers mail and packages to residential and business addresses along an assigned route.
Administrative Support Specialist
An Administrative Support Specialist handles general office and clerical tasks that keep a team or department running smoothly.
This Mailroom Clerk job description is a professionally drafted starting point for your hiring process and is not legal advice. Hiring practice varies by jurisdiction (e.g. pay-transparency laws differ across US states and AU jurisdictions). Adapt this document for your specific location and have employment counsel review any clauses you add before publishing. Salary varies by region, employer type, and experience. Reference BLS or current industry surveys for ranges. Full disclaimer.