Mail Clerk in Minneapolis, Minnesota at OUTSOURCE MANAGEMENT GROUP LLC

The Mail Clerk is responsible for providing professional customer service and accurately receiving, sorting, researching, documenting, processing, transporting, and delivering incoming and outgoing mail and packages. The position supports accountable mail and package handling, mail research, route preparation, delivery, postage application, equipment operation, outbound reporting, and related mailroom activities while maintaining accuracy, confidentiality, safety, and compliance with established OMG and client procedures.

Responsibilities Include:

• Customer Service Excellence – Provide professional and respectful interactions with customers and internal teams; respond to requests in a timely and appropriate manner; assist customers with mailing and shipping questions; communicate clearly, accurately, and with accountability; demonstrate ownership and follow-through; and assist in resolving delivery issues or delays.
• Professional Appearance & Location Culture – Maintain a clean, professional appearance in accordance with OMG dress code requirements; demonstrate respect for customer staff and visitors; understand client-site expectations and norms; and adapt behavior to location-specific workflows and the work environment.
• Incoming Mail Triage – Review incoming mail using site-defined criteria to separate junk mail and identify items requiring special handling, including fragile, express, or perishable materials. Understand the downstream impact of inaccurate classification and prevent junk mail from entering scan preparation or scanning workflows.
• Accountable Mail & Package Processing – Separate accountable mail and packages, including certified mail and designated laboratory packages; route lab packages to the appropriate totes; and record tracking information for all mail and packages containing tracking information.
• Mail Sorting – Accurately sort mail to the appropriate departmental mail slots and identify mail and claims intended for Patient Accounting and Pharmacy. Remove designated laboratory packages from incoming USPS mail and route materials according to established procedures.
• Mail Research – Identify mail requiring lookup or research to determine the correct delivery location. Use available client and mailroom resources, including the HCMC intranet, company and departmental directories, and mailroom sorting lists, to locate physicians, employees, departments, and other recipients.
• Mail Cart Organization & Route Preparation – Prepare mail carts for distribution by department, sort mail into the appropriate departmental folders, organize packages by accurate delivery location, and prepare tracking logs to capture required signatures for package deliveries.
• Mail Routes & Distribution – Understand and complete assigned delivery routes, including CSC, Red and Purple Buildings, Green and Orange Buildings, and Blue and Shapiro Buildings. Deliver materials to the correct mail stops and provide information needed to maintain or update routing systems.
• Accountable Delivery – Capture required signatures for accountable mail and package deliveries and maintain accurate delivery documentation.
• Misaddressed Items – Follow established mailroom procedures for identifying and handling misaddressed items.
• Safety, Privacy & Confidentiality – Use carts in a manner that prevents tipping, spills, and dropped items; control cart speed and movement in public and clinical areas; keep mail contained and covered during transport when required; prevent visibility of sensitive or confidential information; and avoid leaving mail or packages unattended.
• Mailing Equipment Operation – Operate mailing equipment to apply appropriate postage to mail and packages. Perform routine troubleshooting when equipment jams, restore equipment to functionality when possible, and complete approved routine maintenance, including cleaning, sealing-fluid replenishment, and ink-cartridge replacement.
• Outbound Mail Processing – Organize outgoing mail according to accurate classification, including First-Class and Presort mail; apply correct postage to Presort, First-Class, and package mail; and ensure outbound materials are prepared for USPS processing.
• Outbound Package Tracking – Record tracking information for all outbound packages requiring tracking.
• Volume Documentation & Reporting – Document outbound mail and package volumes for required weekly reports, including First-Class letters and packages, Presort volumes, and postage costs. Prepare the daily snapshot report of outgoing Presort mail volume for Pitney Bowes Presort Services and complete other required daily reporting.
• Quality & Accuracy – Review mail classification, tracking information, delivery locations, postage, reporting data, and other processing information for completeness and accuracy. Identify or escalate unclear, incomplete, or incorrect information before it affects downstream processing.
• Professional Conduct – Demonstrate professionalism, attentiveness, reliability, accountability, teamwork, sound judgment, and a strong work ethic while maintaining a positive and productive work environment.
• 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, customer service, records processing, healthcare support, or administrative environment is preferred.
• Basic computer proficiency and ability to use intranet resources, electronic directories, email, tracking tools, and assigned workflow systems.
• Strong attention to detail, organizational, research, and time-management skills.
• Effective verbal and written communication and customer-service skills.
• Ability to accurately follow established mail, package, routing, delivery, postage, and reporting procedures.
• Ability to research recipient or delivery information using available approved resources and escalate unresolved items appropriately.
• Ability to safely operate carts, mailing equipment, and other assigned mail-processing equipment.
• Ability to handle sensitive and confidential information appropriately.
• Ability to work independently and as part of a team in an active client-site environment.

Work Environment & Physical Requirements

Work is performed in a mailroom, office, public and clinical areas, loading or receiving areas, and other active client-site environments. The position requires regular movement between work areas and delivery locations and may involve the use of carts, computers, intranet resources, mailing equipment, tracking systems, and other assigned tools. Physical requirements include frequent standing, walking, bending, reaching, handling mail and packages, and transporting materials; the ability to safely push carts; sufficient manual dexterity to operate computer and mailing equipment; and the ability to lift up to 25lbs, carry, push, and/or pull materials, using lift assist tools as needed, as required by the assigned site.