How To Hire A Mail Clerk
A mail clerk is responsible for the organization and distribution of mail and packages in a business. They must monitor mail that is incoming, sort it into relevant categories such as different floors of the office, or into departments, and then deliver the mail to the person whom it is addressed to.
A mail clerk is responsible for ensuring mailroom supplies are always fully stocked such as envelopes, stamps, and packages, and order new supplies when need be. They are also required to monitor and log outgoing mail from employees to other addresses, and ensure that they are received and delivered on time, and are not lost in the post. They are responsible for organizing pick up/drop off times with couriers, as well as sometimes dropping parcels off at the Post Office or other addresses themselves.
Day-to-day tasks of this role:
- Sort incoming mail.
- Distribute mail to all office employees.
- Re-stock mailroom supplies.
- Collect and distribute outgoing mail.
- Enter mail information into log reports.
UNDERSTAND THE ROLE
Skills profile for a Mail Clerk
There are no tertiary qualifications required to work as a mail clerk, however a high school graduation certificate and relevant industry experience is favourable. There are some common skills required for this position.
A mail clerk is a very important role in the business, and it is a big responsibility ensuring that all mail is delivered to the correct person and on time. A mail clerk must understand the repetitive nature of the role, and be up to doing the same tasks each day. They must have strong attention to detail skills and error checking in their work, and have the ability to think quickly on their feet with numbers and words.
A mail clerk must be very organized. They must stay up to date with work to ensure everything is completed within strict deadlines, and always be punctual and reliable. They must also prioritise tasks in matters of importance, and display time management skills at all times.
A mail clerk must also have exceptional attention to detail skills. They must demonstrate extremely high attention to detail in all their work, and check over their work multiple times to ensure everything is correct. They must also speak up if they ever discover any errors, and then work to resolve these errors as quickly as possible to avoid any bigger issues being created.
Once you’ve determined the skills required for the role, you can write the job description to advertise for your position.
Mail Clerk Job Description
- Why is this role being filled?
- How does this role fit into the organization and the team?
- What makes your company unique?
- What would it be like to work for you?
- What technical skills are needed for this role?
- Which soft skills are applicable?
- What are the nice-to-have experiences of your ideal candidate?
- Include availability preferences in this section
- What are the key deliverables for this role?
- What does the day-to-day of this role look like?
- Compensation & bonuses
- Employee benefits & perks
- Ongoing training benefits
PRO TIP #1
Ensure to include in the job description what it is like to work for your company, what your company values and what your expectations are for the successful candidate. This will ensure you identify the right person for your company.
PRO TIP #2
Be sure to include precise information about the kinds of duties that are expected in this role. It is particularly important to note if the work required is full or part time, involves starting work in the early hours of the morning, or if the candidate needs to have a licence so that they can deliver parcels/mail to other locations themselves from time to time.
Sample skills assessment
Question Type: Document
Describe your process for how you send packages and ensure weight/cost and delivery address are correct. Please complete this in the document below.
Attention to Detail
Question Type: Text
What would you do if you realised you made a mistake or sent a package to the wrong department/address?
Question Type: Video
Describe the regular duties of a mail clerk. What are your least and most favourite?
Interview guide for a Mail Clerk
Once your Vervoe skills assessment has surfaced the most qualified people for your open role, you can focus on interviewing these candidates. The PDF interview guide contains structured questions against each of the competencies for this role.
This interview guide is intended to be used in conjunction with the Vervoe skills assessment. Where a candidate has scored Low – Medium on a skill, focus on asking more questions from that skill to gain deeper insight into their level of competency.
PDF INTERVIEW GUIDE
Get your copy of the interview guide to complete the hiring process. Includes questions against each of the skill competencies for the role.