Mail Clerk in Cincinnati, Ohio at OUTSOURCE MANAGEMENT GROUP LLC

The Mail Clerk is responsible for the accurate and timely processing, tracking, sorting, routing, and delivery of inbound and outbound mail and packages for the assigned client location. The position supports established service level expectations by ensuring mail and packages are properly identified, researched, scanned, staged, delivered, and documented.

The Mail Clerk performs walking delivery routes, maintains proof-of-delivery records using assigned tracking systems, researches unclear recipient information, and follows site-specific procedures for privacy, safety, security, and customer service. The position requires strong attention to detail, accountability, and the ability to work effectively within a clinical and customer-focused environment.

Responsibilities Include:

• Customer Service & Professional Conduct – Provide professional and respectful service to customers, client staff, visitors, and internal team members; respond to requests in a timely manner; communicate clearly and accurately; demonstrate ownership and follow-through; maintain a clean, professional appearance; and adapt behavior and work practices to the assigned location's culture, workflows, and operating environment.
• Inbound Mail Processing & Classification – Review, classify, identify, research, sort, and route inbound mail using site-defined criteria and approved resources. Correctly distinguish inbound, outbound, and junk mail using established criteria rather than personal judgment; identify junk mail using approved examples; prevent junk mail from entering route sort or other workflows; and dispose of it according to approved site procedures.
• Mail Volume Tracking – Accurately log mailpieces by applicable class using required physical and electronic tracking tools, including interoffice, certified, BRM, Priority, and other designated categories.
• Inbound Package Tracking– Identify package recipients using shipping labels and other available information; scan packages upon receipt and place them in the appropriate holding or delivery area; scan packages upon delivery; obtain required proof of delivery or signatures; research package routing using tracking numbers, assigned software, logs, or other approved resources; and maintain package reporting and volume records.
• Recipient Identification & Mail Research – Identify correct recipients using attention lines, department names, addresses, suite numbers, return addresses, company names, visible envelope information, and other available information. Place uncertain mailpieces in the designated research tray or tub, identify available research resources and when to use them, add appropriate routing notation when required, and escalate unresolved routing questions.
• Outbound Mail Identification & Staging – Identify outbound mail requiring postage and packages requiring labeling, route materials to the designated staging area, and apply required mail codes and sorting information.
• Walking Runs & Final Delivery – Prepare delivery routes by identifying priority and time-sensitive materials, sorting mail in route sequence, and verifying all assigned materials are accounted for. Complete required initial verification and scanning using CXT or other assigned tracking technology, deliver materials to correct locations, capture proof of delivery when required, and handle undeliverable items according to established procedures.
• Safety & Privacy – Operate carts safely and control cart movement in public and clinical areas; keep mail contained and protected during transport; prevent visibility of sensitive or confidential information; avoid leaving carts or mail unattended in hallways or public spaces; and follow applicable privacy, security, and safety procedures.
• Equipment Cleaning & Jam Clearing – Follow established cleaning schedules, identify equipment issues related to cleanliness, use only approved cleaning materials, correctly clean rollers, glass, sensors, and other designated components, inspect equipment for stray paper or potential jams, and safely clear routine jams.
• Outbound Mail Processing & Reporting – Sort outbound mail by type and class, understand applicable presort qualifications, apply appropriate postage based on mail type and class, prevent presort contamination, complete required daily reporting accurately, and create new jobs based on applicable postage requirements.
• Other Duties – Perform additional duties and assignments as directed by management.

Qualifications

• High school diploma or equivalent.
• Previous experience in mailroom operations, package processing, customer service, shipping and receiving, or a related operational environment preferred.
• Ability to learn and follow Standard Operating Procedures (SOPs), client requirements, SLAs, and site-specific workflows.
• Strong attention to detail and ability to maintain accuracy while performing repetitive tasks.
• Basic computer skills and ability to learn scanning, tracking, logging, and reporting systems.
• Ability to communicate professionally with customers, coworkers, and management.
• Ability to safely handle and transport mail, packages, carts, and other job-related materials.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality and comply with applicable privacy and security requirements.

Work Environment & Physical Requirements

The Mail Clerk works in a client facility and may perform duties in mailroom, office, public, and clinical areas. The position requires regular standing and walking, movement throughout the facility, use of carts, handling of mail and packages, and operation of scanning and mail processing equipment. Requires some lifting up to 35lbs with assistance and/or lift assist tools.