Occupation · SOC 43-9051
Mail Clerks and Mail Machine Operators, Except Postal Service
Prepare incoming and outgoing mail for distribution. Time-stamp, open, read, sort, and route incoming mail; and address, seal, stamp, fold, stuff, and affix postage to outgoing mail or packages. Duties may also include keeping necessary records and completed forms.
Median wage
$38,150
$29,460–$52,150
Projected growth
—
—
Annual openings
—
per year
Employed (US)
62,730
Job Zone 2
Typical preparation
Some preparation
Stackable credential programs
0 mapped
Core skills
SpeakingCritical ThinkingMonitoringTime ManagementReading Comprehension
Knowledge areas
Customer and Personal ServiceEnglish Language
Technology & tools
Document management softwareElectronic mail softwareAccounting softwareData base user interface and query softwareSpreadsheet software
Representative tasks
Wrap packages or bundles by hand, or by using tying machines.Verify that items are addressed correctly, marked with the proper postage, and in suitable condition for processing.Remove containers of sorted mail or parcels and transfer them to designated areas according to established procedures.Sort and route incoming mail, and collect outgoing mail, using carts as necessary.Affix postage to packages or letters by hand, or stamp materials, using postage meters.Determine manner in which mail is to be sent, and prepare it for delivery to mailing facilities.Accept and check containers of mail or parcels from large volume mailers, couriers, and contractors.Seal or open envelopes, by hand or by using machines.Weigh packages or letters to determine postage needed, using weighing scales and rate charts.Inspect mail machine output for defects and determine how to eliminate causes of any defects.Remove from machines printed materials, such as labeled articles, postmarked envelopes or tape, and folded sheets.Release packages or letters to customers upon presentation of written notices or other identification.Operate computer-controlled keyboards or voice recognition equipment to direct items according to established routing schemes.Answer inquiries regarding shipping or mailing policies.Lift and unload containers of mail or parcels onto equipment for transportation to sortation stations.Contact delivery or courier services to arrange delivery of letters and parcels.Place incoming or outgoing letters or packages into sacks or bins based on destination or type, and place identifying tags on sacks or bins.Adjust guides, rollers, loose card inserters, weighing machines, and tying arms, using rules and hand tools.Clear jams in sortation equipment.Mail merchandise samples or promotional literature in response to requests.Read production orders to determine types and sizes of items scheduled for printing and mailing.Sell mail products, and accept payment for products and mailing charges.Start machines that automatically feed plates, stencils, or tapes through mechanisms, and observe machine operations to detect any malfunctions.Stamp dates and times of receipt of incoming mail.Add ink, fill paste reservoirs, and change machine ribbons when necessary.Fold letters or circulars and insert them in envelopes.
Competency framework
Skill expectations by proficiency level.
emerging
Package wrapping and tying procedures — execute under direct supervision using hand tools and tying machines in a mailroom setting.Envelope sealing tasks — perform by hand or with basic sealing machines under close guidance in an office mail center.Outgoing mail — collect from designated pickup points and deliver to sorting areas following established step-by-step procedures.Postage meters and hand-stamping tools — apply postage to letters and packages under supervisor direction in a moderate-volume mail facility.Incoming mail bundles — sort into basic categories using labeled bins and routing guides provided by a supervisor.Mailing addresses and postage markings — check for obvious errors on outgoing envelopes following a supervisor-provided checklist.Mail carts — load and transport sorted mail containers to designated drop zones according to standard route instructions.Inbound parcels from couriers — receive and count against a manifest under direct oversight in a receiving dock area.Basic mailing and shipping software — enter routine package data following step-by-step instructions in a clerical mail environment.Workplace safety and handling guidelines — follow posted protocols for lifting and moving mail containers in a mailroom under supervision.
developing
Packages and parcels — wrap, tie, and prepare for shipment independently using both hand methods and tying machines in a mid-size mail center.Outgoing mail preparation — determine appropriate postage class and delivery method for routine correspondence with minimal supervisor input.Sorted mail containers — remove and transfer to correct departmental zones on schedule using established routing procedures across a multi-floor facility.Incoming and outgoing mail flow — manage daily sort and collection cycles, including cart routing, with consistent accuracy and on-time completion.Postage metering equipment — calibrate and operate to apply correct postage across varied mail classes in a routine office mailing operation.Address accuracy and condition standards — verify items from large-volume mailers meet formatting and packaging requirements before processing.Inbound shipments from contractors and couriers — accept, inspect, and reconcile against delivery documentation in a receiving environment.Mailing and shipping software — input package records, generate labels, and track outgoing items for standard departmental mailings.Time management across competing mail tasks — prioritize sorting, sealing, and delivery duties to meet departmental deadlines with reduced oversight.Customer service communication — respond to staff inquiries about mail status and delivery timelines clearly and professionally in an office environment.
proficient
Complex mail preparation workflows — independently manage wrapping, postage application, and dispatch for high-volume or time-sensitive organizational mailings.Non-routine addressing and postage problems — identify and resolve discrepancies in recipient information or postage class without escalating to a supervisor.Multi-carrier shipment options — evaluate cost and transit time trade-offs across postal and courier services to recommend optimal delivery methods.Large-volume mailer submissions — audit containers from external mailers or contractors for compliance with postal regulations and internal quality standards.Mail routing irregularities — diagnose and correct misrouted or delayed items by cross-referencing tracking systems and departmental directories.Automated mail processing equipment — operate and monitor envelope-sealing and labeling machines, adjusting settings to maintain throughput and quality.Mailing database and software systems — query, update, and generate reports from shipping software to support departmental recordkeeping and audits.Seasonal or surge mail volumes — adapt sorting and dispatch schedules autonomously to sustain service levels during peak operational periods.Cross-departmental coordination — liaise with administrative, procurement, and facilities teams to align mail schedules with broader organizational timelines.Problem sensitivity in mail processing — detect damaged, suspicious, or improperly documented packages and apply established security or escalation protocols.
advanced
Mailroom operating procedures — design, document, and implement standardized workflows covering intake, sorting, postage, and dispatch for an entire organization.Staff training and onboarding — develop and deliver competency-based instruction for new mail clerks and machine operators across all core task areas.Mailing and shipping vendor relationships — negotiate service agreements with couriers and postage vendors to optimize cost, reliability, and compliance.Mail technology infrastructure — evaluate, select, and oversee implementation of mailing software, postage meters, and automated processing equipment.Quality assurance program — establish audit cycles and performance metrics to monitor address accuracy, postage compliance, and delivery timeliness across the mailroom.Budget planning for mail operations — forecast postage expenditure, equipment maintenance costs, and staffing needs across annual and multi-year cycles.Regulatory compliance oversight — ensure all outgoing and incoming mail and parcel handling meets applicable postal, customs, and organizational security standards.Continuous improvement initiatives — lead process reviews that identify bottlenecks in mail handling and implement solutions that measurably increase throughput.Crisis and contingency planning — develop and activate backup procedures for equipment failures, courier disruptions, or surge volumes that affect mail service continuity.Organizational mail policy — author and enforce policies governing acceptable use, data handling in shipping systems, and records retention for mail documentation.
Also known as
123 alternate job titles map to this occupation.
Knowledge Operations Management (Air Force 3D0X1)Storekeeper (Coast Guard SK)Yeoman (Coast Guard YN)Postal Clerk (Marine Corps 0161)Direct Mail ClerkInserting-Machine OperatorMailing ClerkOffice Copy SelectorInventory Management Specialist (Marine Corps 3051)Mailing Machine OperatorAdministration Craftsman (Air Force 3F571)Inserter OperatorMail WeigherTrust Mail ClerkMailing Machine HelperMail OpenerCyber Defense Operations Apprentice, Systems Operations (Air Force 1D731B)Addressing Machine OperatorCyber Defense Operations Helper, Mission Defense Activities (Air Force 1D711M)Yeoman (Navy YN)Cyber Defense Operations Helper, Expeditionary Communications (Air Force 1D711W)Cyber Defense Operations Craftsman, Enterprise Operations (Air Force 1D771Q)Administration (Air Force 3F5X1)Mailing Machine AssistantCyber Defense Operations Journeyman, Data Operations (Air Force 1D751P)Cyber Defense Operations Apprentice, Security Operations (Air Force 1D731D)Mail CensorCyber Defense Operations Craftsman (Air Force 1D771)Mailroom AssistantPneumatic Tube OperatorMail Service CoordinatorMail HandlerWarehouse SorterCyber Operations, Systems Operations (Air Force 5C0X1S)Administration Journeyman (Air Force 3F551)Cyber Defense Operations Apprentice, Expeditionary Communications (Air Force 1D731W)Cyber Defense Operations Journeyman, Enterprise Operations (Air Force 1D751Q)Cyber Defense Operations Apprentice, Client Systems Operations (Air Force 1D731E)Mail ReaderMail Caller