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MESSENGER / MAIL CLERK

MESSENGER / MAIL CLERK

Ada S McKinley Community Services, Inc.IL, United States
22 hours ago
Job type
  • Full-time
Job description

The Mailroom Clerk is responsible for handling all incoming and outgoing mail and packages for the HUD Mailroom. This role ensures the efficient processing, sorting, and distribution of mail, while also maintaining accurate records of deliveries and shipments. The position requires attention to detail, adherence to security protocols, and excellent organizational skills to manage mail operations effectively.

Essential Duties and Responsibilities

Mail Processing and Distribution

  • Receive, sort, and distribute incoming mail and packages to appropriate recipients.
  • Ensure proper handling and timely delivery of interoffice and external mail.
  • Utilize tracking systems to log and monitor incoming and outgoing packages.
  • Verify recipient details to ensure accurate mail distribution.
  • Maintain an organized and secure mailroom environment.

Outgoing Mail and Shipping

  • Prepare outgoing mail and packages, including weighing, labeling, and affixing postage.
  • Coordinate with shipping carriers such as USPS, FedEx, and UPS for timely deliveries.
  • Process bulk mailings and special shipments as needed.
  • Ensure compliance with postal regulations and shipping guidelines.

    • Security and Compliance

  • Follow security procedures for handling and screening mail.
  • Ensure compliance with HUD mailroom policies and federal guidelines.
  • Assist with identifying and reporting any suspicious packages or irregularities.
  • Maintain confidentiality of sensitive mail and documents.

    • Administrative and Operational Support

  • Maintain accurate records of all received and sent mail / packages.
  • Track shipments and provide updates on delivery status.
  • Assist with inventory management of mailroom supplies (envelopes, labels, stamps, etc.).
  • Respond to inquiries regarding mail services from staff and external contacts.
  • Support other administrative and clerical tasks as assigned.

    • Equipment and Facility Maintenance

  • Operate mailroom equipment, such as postage meters, scanners, and sorting machines.
  • Perform routine maintenance on mailroom equipment and report any issues.
  • Ensure the mailroom remains clean, organized, and fully operational.

    • Qualifications and Requirements

    Education and Experience

  • High school diploma or equivalent required.
  • Previous experience in mailroom operations, shipping, receiving, or administrative support preferred.

    • Skills and Competencies

  • Strong attention to detail and organizational skills.
  • Ability to prioritize tasks and work efficiently under deadlines.
  • Basic computer skills, including proficiency with Microsoft Office (Word, Excel, Outlook).
  • Familiarity with mail tracking systems and postal regulations.
  • Effective communication and customer service skills.
  • Ability to lift and carry mail packages (up to 50 lbs).

    • Background and Compliance

  • Must pass a fingerprint and driver check.
  • Must adhere to all security protocols and company policies.
  • No required certifications or licenses for this role.

    • Mental / Physical Demands : Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from employees, managers, contractors, and board members.

    Work Environment : While performing the duties of this job, the employee is frequently exposed to outside weather conditions, when traveling to and from property sites. The noise level in the work environment can be loud.

    This description documents the general contents and requirements of the job. It is not to be construed as an exhausted statement of duties, responsibilities, or requirements. The principal duties and responsibilities shown are all essential job functions except for those indicated with an asterisk (

  • The requirements listed above are representative of the knowledge, skill and / or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.