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The Commonwealth of Massachusetts
The Human Resources Division
Classification Specification
MAIL CLERK SERIES
DRAFT
JOB TITLE & SUMMARY OF SERIES
• DISTINGUISHING CHARACTERISTICS
• KEY ACCOUNTABILITIES
• RELATIONSHIPS WITH OTHERS
• WORKING ENVIRONMENT
• PHYSICAL ABILITIES
• COMPETENCIES
• KNOWLEDGE, EDUCATION AND EXPERIENCE
The Commonwealth of Massachusetts is an equal opportunity/affirmative action employer. Women, minorities, veterans,
and people with disabilities are strongly encouraged to apply. The Commonwealth of Massachusetts is committed to
providing reasonable accommodation to qualified people with disabilities.
MAIL CLERK LEVELS II-III:
There are two levels in the Mail Clerk series. Incumbents of classifications in this series
collect, receive, process and distribute inbound and outbound mail; operate mail
processing machinery to determine postage; and provide information and assistance to
agency staff.
The basic purpose of this work is to ensure the on-time and accurate delivery and
collection of mail for an assigned agency.
I. MAIL CLERK II:
Distinguishing Characteristics:
This is the entry-level clerical classification in this series. Incumbents operate within a
framework of standard procedures and practices. Within this framework, incumbents
perform independently and exercise judgment in completing functions.
Supervision Received:
Incumbents in this classification receive daily close supervision from employees of a
higher grade who provide procedural guidance, assign work and review of performance
through written and verbal reports and inspection for effectiveness and compliance with
standard procedures and practices.
Supervision Exercised:
May provide on-the-job training to new employees and/or provide functional guidance on
the procedures and practices governing the mailroom operation.
Functions Performed:
Incumbents perform the following:
• Sort incoming mail according to destination and type, such as bills, payments and
correspondence for efficient distribution; open envelops by hand and/or machine; and
stamp date receipt and time of mail.
• Distribute and collect mail from agency offices for delivery to the mailroom and for
processing.
• Examine outgoing mail and packages for accuracy and completeness of information,
sealing envelopes and tying parcels when necessary; weigh outgoing mail and
packages on scales to determine correct postage based on weight and destination;
and apply proper postage to ensure mail is delivered on-time and as efficiently as
possible.
• Enter information pertaining to amounts of postage used and regular, certified,
registered and insured mail processes to maintain accurate and complete records.
• Perform basic maintenance on mailroom equipment, including changing toner when
needed to support efficiency of mailroom operations; may contact vendor service
personnel for repair of mailroom equipment.
The Commonwealth of Massachusetts is an equal opportunity/affirmative action employer. Women, minorities, veterans,
and people with disabilities are strongly encouraged to apply. The Commonwealth of Massachusetts is committed to
providing reasonable accommodation to qualified people with disabilities.
• Stay abreast of the latest federal mail regulations and standards.
• Perform related duties such as tracking mail and packages in transit or confirming
delivery through third party package delivery providers upon request; may deliver
outgoing mail and/or packages by hand or through operation of a state vehicle so
that mail is delivered in a timely manner, depending on the request.
• Answer inquires pertaining to mail regulations and procedures and assist agency
staff with mail requests.
• Perform other administrative duties as required, including but not limited to, serving
as backup to receptionist, performing file clerk duties and ordering office supplies and
materials.
Key Accountabilities:
Incumbents at this level have the decision-making authority to:
• Determine the best means to send a piece of mail, taking into account the cost
effectiveness and timing of various approaches.
• Manage and make day-to-day decisions regarding the scheduling of external
vendors' pick-ups and deliveries.
Relationships with Others:
Key contacts and relationships for incumbents include agency staff; and external mail
delivery providers.
Working Environment:
While performing the duties of this classification, incumbents work within an office setting.
The noise level is usually quiet. Incumbents may be required to travel and may be
exposed to traffic and other roadway or travel-related hazards.
Physical Abilities:
While performing the duties of this classification, incumbents are regularly required to
type, handle materials and talk and/or her. Incumbents are required to stand for long
periods of time, walk as well as lift, carry, push or pull up to 50 pounds of mail material
with or without assistance and with or without the use of devices and/or equipment to
assist in the lifting effort. Work assignments may be performed with or without
reasonable accommodation to known disability.
Required Competencies:
• Concern for Order – The ability to create order in the environment by monitoring and
checking work and insisting on clarity.
• Customer Service Orientation – The ability to discover and meet the customer’s or
client’s needs.
• Flexibility – The ability to adapt to and work effectively as the situation changes.
• Organizational Awareness – The ability to understand and leverage the power and
The Commonwealth of Massachusetts is an equal opportunity/affirmative action employer. Women, minorities, veterans,
and people with disabilities are strongly encouraged to apply. The Commonwealth of Massachusetts is committed to
providing reasonable accommodation to qualified people with disabilities.
influence relationships in an organization.
• Problem Solving – The ability to think through problems, organize information,
identify key factors and underlying causes to generate solutions.
• Teamwork – The ability to work cooperatively with others, to be part of a team, to
work together.
Knowledge, Education and Experience:
Applicants must have a high school diploma or equivalent plus one year of full-time or
equivalent part-time office work or mail processing experience.
Incumbents may be required to have a current and valid Massachusetts Motor Vehicle
Driver’s License at a Class level specific to assignment.
Incumbents are required to have the following at the time of hire:
1. Ability to follow oral and written instructions.
2. Ability to read, write and comprehend the English language.
3. Ability to perform basic mathematical calculations.
The Commonwealth of Massachusetts is an equal opportunity/affirmative action employer. Women, minorities, veterans,
and people with disabilities are strongly encouraged to apply. The Commonwealth of Massachusetts is committed to
providing reasonable accommodation to qualified people with disabilities.
II. Mail Clerk III:
Distinguishing Characteristics:
This is the supervisory level classification in this series. Incumbents perform more
complex duties with greater independence and provide oversight, guidance and advice to
others. At this level, incumbents are expected to perform or be able to perform the duties
described for Mail Clerk Level II; however, the primary focus is to provide supervision to
other Mail Clerks.
Supervision Received:
Incumbents receive general supervision from employees of a higher grade who provide
procedural guidance, assign work and review performance through written and verbal
reports for effectiveness and compliance with laws, rules and regulations and agency
policies and procedures governing assign mailroom operation.
Supervision Exercised:
Incumbents exercise direct supervision over, assign work to and review the performance
of Mail Clerk Level II.
Additional Functions Performed:
Incumbents perform the following:
• Replenish funds for the postage meter, including obtaining approval from internal
financial staff and coordinating with the external provider.
• Determine inventory levels and order mail and office supplies to ensure efficient
mailroom operation.
• Receive and investigate complaints concerning mail delivery, mail theft and lost mail.
• Supervise activities of Mail Clerks; assign, review and monitor progress and
performance of staff activities; provide guidance and motivate to ensure consistency,
accuracy and timeliness of work, achievement of goals and adherence to agency
policies and procedures and relevant laws, rules and regulations governing assign
mailroom operation.
Additional Key Accountabilities:
Incumbents at this level have the decision-making authority to:
• Schedule and assign work to Mail Clerk Level II.
• Order mail and office supplies within the guidelines of existing contracts and
established budgets.
• Arrange for major repairs of mailroom equipment.
Relationships with Others:
Key contacts and relationships for incumbents include agency staff; and external mail
delivery providers.
The Commonwealth of Massachusetts is an equal opportunity/affirmative action employer. Women, minorities, veterans,
and people with disabilities are strongly encouraged to apply. The Commonwealth of Massachusetts is committed to
providing reasonable accommodation to qualified people with disabilities.
Working Environment:
While performing the duties of this classification, incumbents work within an office setting.
The noise level is usually quiet. Incumbents may be required to travel and may be
exposed to traffic and other roadway or travel-related hazards.
Physical Abilities:
While performing the duties of this classification, incumbents are regularly required to
type, handle materials and talk and/or her. Incumbents are required to stand for long
periods of time, walk as well as lift, carry, push or pull up to 50 pounds of mail material
with or without assistance and with or without the use of devices and/or equipment to
assist in the lifting effort. Work assignments may be performed with or without
reasonable accommodation to known disability.
Additional Required Competencies:
• Holds People Accountable – The ability to ensure others accept responsibility for
delegated tasks and are focused on achieving objectives.
• Initiative – The ability to identify a problem or opportunity and take action to address
current or future problems and opportunities.
Knowledge, Education and Experience:
Applicants must have a high school diploma or equivalent plus (A) three years of full-time
or equivalent part-time office work or mail processing experience, of which at least (B)
one year must have been in a team leadership capacity.
Incumbents may be required to have a current and valid Massachusetts Motor Vehicle
Driver’s License at a Class level specific to assignment.
Incumbents are required to have the following at the time of hire:
1. Knowledge of the types and classes of mail.
2. Ability to operate computer, office and mail room equipment.
3. Ability to lead others and organize work.
4. Ability to communicate effectively, both verbally and in writing.
5. Ability to interact effectively with diverse groups of people.
The Commonwealth of Massachusetts is an equal opportunity/affirmative action employer. Women, minorities, veterans,
and people with disabilities are strongly encouraged to apply. The Commonwealth of Massachusetts is committed to
providing reasonable accommodation to qualified people with disabilities.
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