Job Title: Mail Operations Clerk

Reports to: Director of Operations

Department: Client Success

Job Function: Customer Service

Location: Baltimore, MD

Job Description

Financial Responsibilities:

Does not have Financial Budget Responsibility

Leadership Accountability:

Individual Contributor (Does not have direct reports)

Decision Making:

Decision typically impacts at function level

Interactions:

Interacts internal and externally with managers and above at the department level

Summary

The Mail Operations Clerk plays a key role in supporting the operations of a fast-paced debt settlement company. This role is responsible for managing both inbound and outbound mail efficiently, along with other day-to-day mailroom duties. The position ensures that critical documents and communications are processed, organized, and delivered accurately to internal and external recipients. This position is under direct supervision of the Director of Operations. This position is on site. Must be able and willing to work in person in Baltimore, MD.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Inbound Mail Management

• Receive, sort, shred, and distribute incoming mail, including but not limited to checks, settlement documents, legal notices, and client and internal correspondence.

• Open, scan, and upload relevant documents into company systems accurately and in a timely manner.

• Maintain detailed records of received mail, logging key details into appropriate tracking tools or software.

• Ensure mail is routed to the correct departments or individuals with attention to urgency and confidentiality.

Outbound Mail Management

• Prepare and process outbound mail, including but not limited to, payment confirmations, client agreements, 1099-C IRS forms, and other requested communications.

• Fold, insert, and seal documents for mailing.

• Coordinate with vendors and couriers for large mailings, ensuring timely dispatch.

• Maintain records of all outgoing mail, including postage usage and delivery confirmations when applicable.

General Mail Room Duties

• Operate mailroom equipment and resources provided

• Monitor and manage mailroom supplies (envelopes, paper, postage, etc.) and reorder as needed.

• Support special mail projects, including bulk mailings and high-priority client communications.

• Maintain an organized and clean mailroom environment.

• Assist as needed with document handling or other departmental administrative tasks. This could include email communication projects and others as assigned.

Required Skills/Abilities:

• Organizational Skills: Ability to manage a high volume of mail efficiently while prioritizing urgent tasks.
• Communication Skills: Clear verbal and written communication when interacting with internal teams and external partners.
• Confidentiality: Commitment to handling sensitive financial and legal documents with discretion.
• Time Management: Ability to meet deadlines in a fast-paced environment.
• Adaptability: Flexibility to handle unexpected mail volumes or urgent requests.
• Have reliable transportation to and from work 5 days a week.
• High school diploma or equivalent.
• Prior experience in a mailroom, administrative, or office support role preferred.
• Strong attention to detail and ability to maintain accuracy while working with time-sensitive tasks.
• Basic to mid-level proficiency in Microsoft Office (Word, Excel, Outlook), computers, SharePoint, and document scanning systems.
• Ability to lift and move packages up to 50 lbs.
• · Familiarity with postage meters, scanners, and other mailroom equipment.

Education and Experience

WORK ENVIRONMENT & PHYSICAL DEMANDS

This position is based on site in an office environment. May require standing, sitting, bending, and lifting throughout the workday. Office is in an upper level and will require walking up a staircase to the office due to office building requirements.

THIS SECTION WILL BE COMPLETED BY THE HUMAN RESOURCES COMPENSATION TEAM.

FLSA STATUS:

Exempt

REVISION DATE:

Version Number: 01 Last Updated: 12/17/2024

JOB CODE: JOB LEVEL:

This job description does not state or imply that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

ClearOne Advantage is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law

CORE VALUES

ClearOne Advantage's mission is to help people in debt find a clear path to financial stability.