Mail Clerk in Blue Ash, Ohio at OUTSOURCE MANAGEMENT GROUP LLC

The Mail Clerk is responsible for the accurate processing, sorting, tracking, preparation, and delivery of inbound and outbound mail and packages within a client-site environment. The position supports mail classification, recipient research, package tracking, postage and presort processing, equipment operation, route delivery, financial and payroll mail handling, and the protection of confidential information while meeting established service levels and customer-service standards.

Responsibilities Include:

• Inbound Mail Classification & Processing – Review, sort, and batch inbound mail using site-defined criteria; correctly distinguish inbound, outbound, and junk mail; understand how misclassification affects downstream accuracy and compliance; and meet established service levels and turnaround expectations.
• Junk & Research Mail – Identify junk mail using approved site examples and dispose of it in accordance with site policy; research mail with unclear recipients using approved resources; identify the appropriate recipient or department; document routing information when required; and complete sorting within expected turnaround times.
• Recipient Identification & Routing – Identify recipients using attention lines, department names, addresses, suite numbers, return addresses, company names, and other visible indicators; apply mail codes when applicable; sort mail into the correct location; and place unresolved items in the designated research area.
• Package Tracking & Chain of Custody – Identify package recipients, scan packages upon receipt and delivery, place items in appropriate holding or delivery areas, collect required proof of delivery or signatures, research routing through tracking numbers and approved systems or logs, maintain volume reporting, verify package condition and required information, and maintain physical control through final handoff.
• Outbound Mail Processing – Identify outbound mail requiring no additional postage, postage application, or package labeling; route items to designated staging areas; sort by type and class; apply correct postage; prevent presort contamination; perform daily reporting; and create jobs based on postage requirements.
• Folder/Inserter Operations – Operate the Relay 7000 and similar mail-processing equipment to fold and insert documents; verify prior jobs are recorded; maintain folding logs and end-of-day spreadsheet entries; clear counters and decks; load media; select appropriate jobs based on letter type; adjust folds to ensure address visibility; troubleshoot common jams; and coordinate equipment service and maintenance documentation when necessary.
• Equipment Cleaning & Maintenance – Follow cleaning schedules and triggers, identify cleanliness issues, use approved cleaning materials, clean required equipment areas correctly, inspect equipment for jams or stray paper, and clear jams safely and appropriately.
• Walking Runs & Final Delivery – Prepare delivery routes by identifying priority and time-sensitive items, sorting mail in route sequence, accounting for all assigned items before leaving the mail center, and confirming no route mail remains behind; deliver to correct locations, obtain proof of delivery when required, and handle undeliverable items according to procedure.
• Safety, Privacy & Confidentiality – Use carts safely to prevent tipping, spills, or dropped items; control cart speed in public and clinical areas; keep mail contained and covered during transport; prevent visibility of sensitive information; and avoid leaving carts or mail unattended in hallways or public spaces.
• Financial, Accounts Payable & Payroll Mail – Process Financial Department mail according to departmental procedures, including printing checks on assigned days, verifying amounts before distribution, processing payment-generation work within established schedules, running Accounts Payable mail through designated equipment, verifying invoices and correspondence, checking designated finance mailboxes, collecting sorted mail, and ensuring payroll mail is properly sorted. Prepare printers when requested to support check production.
• Customer Service & Professional Conduct – Provide professional and respectful service to customers and internal teams; respond to requests in a timely and appropriate manner; communicate clearly, accurately, and with accountability; demonstrate ownership and follow-through; maintain a clean, professional appearance; and adapt to client-site culture and workflow expectations.
• Other Duties – Perform additional duties and assignments as directed by management to support operational and business needs.

Qualifications

• High school diploma or equivalent required.
• Previous experience in a mailroom, shipping and receiving, logistics, records processing, or administrative support environment is preferred.
• Experience operating mail-processing equipment, including folder/inserter or postage systems, is preferred. Strong attention to detail, organizational and time-management skills,
• Basic computer proficiency, effective communication and customer-service skills,
• Ability to follow detailed procedures and service-level expectations,
• Ability to work independently and as part of a team.

Work Environment & Physical Requirements

Work is performed in a mailroom, office, financial, clinical, and other active client-site environments and requires frequent movement between work areas and delivery locations. The position may involve moderate noise levels, mail-processing equipment, carts, and handling sensitive or confidential materials. Physical requirements include frequent standing, walking, bending, reaching, and transporting mail and packages; the ability to safely push carts; sufficient manual dexterity to operate equipment; and the ability to lift, carry, push, and/or pull materials, using lift assist tools as needed, as required by the assigned site.