Mail Clerk

Job Description

Job Description

Job Summary

The Mail Clerk is responsible for managing all incoming and outgoing mail for the firm. This role ensures that legal correspondence, pleadings, discovery materials, and client communications are processed accurately, timely, and in compliance with court and confidentiality requirements. The Mail Clerk plays a critical role in supporting attorneys, paralegals, and administrative staff by maintaining organized mail distribution and reliable mailing procedures.

Essential Duties and Responsibilities

Incoming Mail Processing

• Receive, open, date-stamp, and sort all incoming mail and packages daily
• Review mail for urgency, deadlines, and confidential materials
• Distribute physical and electronic copies of mail to the appropriate paralegal/assistant/attorney
• Track and escalate time-sensitive legal documents (e.g., court notices, discovery, subpoenas)
• Review, save and forward all faxes
• Prepare and process all outgoing mail
• Ensure proper addressing, postage, and mailing method (USPS, certified mail, overnight delivery, courier services, etc.)
• Arrange bulk mailings when needed (e.g., client notices or mass correspondence)

Administrative Support

• Provide general administrative support as needed (copying, scanning, filing)
• Assist attorneys and staff with mail-related inquiries or special requests
• Maintain inventory of mailroom supplies (envelopes, postage, labels, etc.)
• Coordinate with couriers, vendors, and postal services
• Perform other duties as assigned to support firm operations

Required Qualifications

• High school diploma or equivalent
• Familiarity with USPS services, certified mail, and delivery tracking
• Basic computer skills and comfort using scanners and document management systems
• Strong attention to detail and organizational skills
• Ability to handle confidential information with discretion
• Reliable, punctual, and able to manage daily deadlines

Preferred Skills

• Experience in a plaintiffs’ law firm or legal setting
• Ability to prioritize tasks in a fast-paced environment
• Strong communication and teamwork skills
• Ability to lift and carry mail bins and packages (as required)

Work Environment

• Office-based role in a mid-sized plaintiffs’ law firm
• Regular interaction with attorneys, paralegals, and administrative staff
• Standard business hours, with occasional time-sensitive deadlines