Mail Clerks

Career summary

Mail clerks sort and deliver internal mail, such as memos and bulletins, as well as incoming mail. Mail clerks also prepare outgoing mail for delivery to the post office.

Depending on the organization, mail clerks may send out advertising, customer orders, or legal documents. Clerks also decide what type of mail service to use. For example, they may choose registered mail for an important letter, or third class for bulk mail.

Mail clerks use various machines to prepare outgoing mail. They operate machines that collate, fold, and insert print material into envelopes. They may operate addressing machines or use computers to make address labels. They operate postage machines and may sort large mailings by zip code. During these processes, mail clerks observe the operation of the equipment to be sure it works properly. They adjust machines and inspect the prepared mail for any errors.

Clerks also stack bundles of bulk mail for shipment and load it into trucks. In addition, they keep records of incoming and outgoing mail.

Some mail clerks work for private mailing services. These clerks deal directly with customers. When they receive letters or packages to be mailed, they inspect them to be sure they meet requirements. They weigh letters or packages and compute mailing costs. In addition, these clerks answer customers' questions about shipping and mailing policies.

Related careers

This career is part of the Business Management and Administration cluster of careers.

Related careers include:

• General Office Clerks
• Mail Carriers
• Packaging and Filling Machine Operators
• Postal Clerks
• Quality Control Inspectors
• Sewing Machine Operators
• Shipping and Receiving Clerks
• Stock Clerks

Job duties

Task list

The following list of tasks is specific to mail clerks.

• Sort and deliver internal or incoming mail.
• Prepare outgoing mail for delivery to post office and determine proper postage.
• Operate machines that collate, fold, and insert print material into envelopes.
• Operate postage machines. Group mailings by zip code.
• May operate addressing machines or use computer to make address labels.
• Observe machine operation to detect errors.
• Make adjustments to machines and inspect output for errors.
• Use computers to keep records of incoming and outgoing mail.
• Stack bundles of bulk mail for shipment. Load and unload outgoing and incoming mail.
• Answer customers' questions about shipping or mailing policies.
• Inspect outgoing packages and letters to be sure they meet standards.
• Weigh packages or letters, compute charges, and accept payment.

Common work activities

Mail clerks perform the following tasks. These tasks are common to many careers.

• Perform activities that use the whole body
• Handle and move objects
• Communicate with supervisors, peers, or subordinates
• Get information needed to do the job
• Control machines and processes
• Identify objects, actions, and events
• Inspect equipment, structures, or materials
• Use computers
• Process information
• Establish and maintain relationships
• Assist and care for others
• Make decisions and solve problems
• Monitor events, materials, and surroundings
• Judge the value of objects, services, or people

Work requirements

Working conditions

In a typical work setting, mail clerks:

Interpersonal relationships

• Have a low level of social contact. They work mostly with mail and machines. When they do talk to others, it's by telephone or face-to-face discussions.
• Sometimes work as part of a team.

Physical work conditions

• Nearly always work indoors.
• May share the same work space with others.

Work performance

• Must be very exact in their work and be sure all details are done. Errors could prevent important documents from being mailed on time.
• Repeat the same physical activities.
• Must allow their work pace to be determined by the speed of machinery.
• Must meet daily deadlines.

Hours/travel

• May work part time or full time.
• Usually work regular business hours. May work evenings or weekends if employed by small mailing services.

Physical demands

Mail clerks frequently:

• Use their hands to handle, control, or feel objects, tools, or controls.
• Repeat the same movements.
• Stand for long periods of time.
• Sit for long periods of time.
• Walk or run for long periods of time.
• Bend or twist their body.

It is important for mail clerks to be able to:

• See details of objects that are less than a few feet away.
• Understand the speech of another person.
• Use one or two hands to grasp, move, or assemble objects.
• Use fingers to grasp, move, or assemble very small objects.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.

It is not as important, but still necessary, for mail clerks to be able to:

• Use muscles to lift, push, pull, or carry heavy objects.
• Speak clearly so listeners can understand.
• See details of objects that are more than a few feet away.
• Use stomach and lower back muscles to support the body for long periods without getting tired.
• Make quick, precise adjustments to machine controls.
• Move two or more limbs together (for example, two arms, two legs, or one leg and one arm) while remaining in place.
• Adjust body movements or equipment controls to keep pace with speed changes of moving objects.
• Bend, stretch, twist, or reach out.
• See differences between colors, shades, and brightness.
• React quickly using hands, fingers, or feet.
• Make fast, repeated movements of fingers, hands, and wrists.
• Be physically active for long periods without getting tired or out of breath.
• Use muscles for extended periods without getting tired.
• Choose quickly and correctly among various movements when responding to different signals.
• Determine the distance between objects.
• Hear sounds and recognize the difference between them.
• Focus on one source of sound and ignore others.
• Coordinate movement of several parts of the body, such as arms and legs, while the body is moving.
• Keep or regain the body's balance or stay upright when in an unstable position.

Skills and abilities

Mail clerks need to:

Communicate

• Understand spoken information.
• Understand written information.
• Speak clearly so listeners can understand.
• Read and understand work-related materials.

Reason and problem solve

• Develop rules that group items in various ways.
• Follow guidelines to arrange objects or actions in a certain order.
• Analyze ideas and use logic to determine their strengths and weaknesses.
• Notice when something is wrong or is likely to go wrong.
• Use reasoning to discover answers to problems.

Manage oneself, people, time, and things

• Manage the time of self and others.
• Check how well one is learning or doing something.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Office Support

Training

To work as a mail clerk, you typically need to:

• have a high school diploma or equivalent; and
• complete short-term, on-the-job training.

Education after high school

No formal education is required for this job beyond high school.

On-the-job training

This is a first job for many people. Mail clerks usually learn their skills on the job. Another employee usually provides training. The length of training varies by employer, but can last up to one month.

You may be required to have a driver's license if you make deliveries to other buildings.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements. You will be required to take both math and science classes to graduate.

Helpful electives to take in high school that prepare you for this career include:

• Driver Education
• Office Procedures

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups that may be available in your high school or community.

Things to know

Employers prefer to hire mail clerks who have a high school diploma or equivalent. Employers also prefer applicants who are careful and dependable workers.

Costs to workers

Workers may join a union and pay an initiation fee and annual dues.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Mail Clerks and Mail Machine Operators, Except Postal Service 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

The minimum wage for Washington State as of January 1, 2020 is $13.50 per hour. Some areas of the state may have a higher minimum wage.

Wages vary depending on the employer and the area of the country.

Many mail clerks work part time and do not receive benefits. Full-time mail clerks may receive benefits such as vacation, sick leave, and health insurance.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

Major employers:

• Advertising companies
• Collection agencies
• Temporary worker agencies
• Newspaper, magazine, and book publishers

National outlook

This occupation is significantly declining. More people use automatic bill paying services as well as e-mail. This reduces the volume of first-class mail and the demand for mail clerks. A growing population will produce increasing amounts of advertising and other mail that must be handled and delivered. However, job growth will be slowed by increased automation.

Many job openings will occur because of the need to replace workers who leave the occupation. Jobs as mail clerks are attractive to people seeking first jobs or short-term jobs.

Other resources

Washington Business Week 
PO Box 1170
Renton, WA 98057
253.237.3545

References

Career cluster

• Business Management and Administration

Career path

• Conventional (Business Operations)

O*Net  occupation

• Mail Clerks and Mail Machine Operators, Except Postal Service (43-9051.00) 

O*Net job zone 

• Job Zone 2 - Some preparation needed. Some previous work-related skill, knowledge, or experience may be helpful in these occupations, but usually is not needed.

DOT occupations

• Addressing-machine Operator (208.582-010) 
• Direct-mail Clerk (209.587-018) 
• Express Clerk (222.367-022) 
• Folding-machine Operator (208.685-014) 
• Inserting-machine Operator (208.685-018) 
• Mail Clerk (209.687-026) 
• Mailer (222.587-030) 
• Mailer Apprentice (222.587-032) 
• Mailing-machine Operator (208.462-010) 
• Office Copy Selector (249.687-010) 
• Parcel Post Clerk (222.387-038) 
• Sealing-and-canceling-machine Operator (208.685-026) 
• Slot-tag Inserter (222.567-018) 
• Wing-mailer-machine Operator (208.685-034) 

Holland occupational clusters

• Conventional/Realistic/Enterprising
• Conventional/Realistic/Investigative

COPSystem

• Clerical