Mail Clerk

System One; Vienna (VA); On-site; USD 34,000 - 39,000; Part time

Benefits offered by this job

Health benefits

401(k) plan

Job summary

System One, Vienna, VA, is seeking a Mail Clerk to support on-site mail operations under a contract. You will operate sorting and inserting equipment, monitor performance, prepare mail for dispatch, and ensure USPS compliance.

This role requires notary eligibility and proven experience with large automated inserting machines, with a focus on accuracy and efficiency. Work on-site, standard hours, competitive hourly pay, and potential for process improvement across the mail center.

Qualifications

• Significant experience operating a large automated inserting machine.
• Eligibility to become Notary Public per state regulations.
• Working knowledge of mail processing and USPS regulations.
• Effective problem analysis and organizational skills.
• Strong verbal and written communication abilities.
• Ability to follow detailed procedures and maintain logs.

Responsibilities

• Operate both sorting and inserting equipment.
• Monitor equipment performance and adjust as needed.
• Prepare work orders and schedule jobs to meet delivery dates.
• Log/process all outgoing mail including registered, certified, and express mail.
• Maintain a clean, organized work area and enforce security procedures.
• Provide customer service throughout the mail operation lifecycle.

Skills

Large inserting machine

Notary eligibility

USPS regulations

Problem solving

Attention to detail

Verbal/written communication

Job description

Job Title: Mail Clerk
Location: Vienna, VA
Type: Contract
Compensation: 25.00-28.00/hr W2
Work Model: Onsite

Responsibilities

• Operate both sorting and inserting equipment.
• Determine proper equipment configuration and operating procedures according to envelope size, number of inserts, etc.
• Perform equipment set up and adjustments for each job ensuring proper processing.
• Hand-match checks with statements and inserts into envelopes all mail sets that default from the inserting machine process.
• Hand process legal notary letters and maintain logs per state regulations.
• Maintain a clean and organized work area. Enforce building security procedures.
• Monitor equipment performance.
• Schedule or perform cleaning and maintenance.
• Log/process all outgoing registered, certified, priority, and express mail.
• Operate and refill Postal metering machines.
• Under supervision, monitor the functions and use of inserting machines and associated equipment to ensure work quality and compliance.
• Perform routine minor repairs.
• Provide support for other Mail Operations Section projects.
• Record and prepare first and third-class mail reports to qualify for Postal Service discounts.
• Read and understand job tickets from customers.
• Participate in verifying compliance with U.S. Postal Service (USPS) requirements.
• Identify and correct any errors or problems for each project.
• Maintain and stock essential materials and supplies.
• Operate mail sorter: prepare printer setup; configure and load hardware; prepare sort plan; support sweeper, sort file, and run analysis.
• Confirm proper sequence of pre-sorted statements entering the machine.
• Ensure all documents to be processed are properly positioned and machine readable.
• Examine mail to ensure that required enclosures are included in envelopes and that mailings are complete.
• Lead monitor postage meter dollar levels to ensure continuous operation of the inserting machines.
• Monitor all forms processed in mail center to ensure current revision date is used.
• Record backup production logs.
• Coordinate mail operation actions to ensure efficient use of resources.
• Receive Mail requests and assign to appropriate area.
• Monitor work-in-progress and adjust production plans and recommend actions to ensure production, quality, and workload demands.
• Prepare work orders and schedule jobs to meet requested delivery dates.
• Provide customer service through the lifecycle of print operation actions.
• Coordinate with other organizational areas and serve as point of contact for the organization's Business Units to answer questions and resolve issues related to mail job specifications, delivery schedules, and supporting vendors.
• Follow up to ensure customer satisfaction.
• Review processes and procedures to improve operational quality.
• Stay informed of new mailing technologies and techniques.
• Ensure proper labeling, postage, and packaging for all outgoing mailings.
• Wrap sorted bulk mail: verify dates, sort files, operate console.
• Monitor recurring workflow or operational issues and elevate to management.
• Perform ongoing quality control to ensure process efficiency and accuracy.
• Assist in leading verification compliance with USPS requirements.
• Assist in the operation of metering machines.
• Serve as mentor/trainer and provide guidance and assistance to team members.
• Perform other duties as assigned.

Requirements

• Significant experience in operating a large automated inserting machine as prime operator.
• Maintain eligibility to become Notary Public per state regulations.
• Working knowledge of processes involved in automated mail sorting and inserting.
• Working knowledge of mail processing and USPS regulations.
• Effective skills analyzing and organizing problems or work processes for technical solutions.
• Effective skill exercising initiative and using good judgment to make sound decisions.
• Advanced clerical, technical, or administrative skills.
• Effective verbal and written communication skills.
• Advanced knowledge of the organization's functions, philosophy, operations, and organizational objectives.

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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