How to hire a mail machine operator

How to hire a mail machine operator, step by step

Here's a step-by-step mail machine operator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a mail machine operator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new mail machine operator
• Step 8: Go through the hiring process checklist

What does a mail machine operator do?

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1. Identify your hiring needs

   The mail machine operator hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A mail machine operator's background is also an important factor in determining whether they'll be a good fit for the position. For example, mail machine operators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list shows salaries for various types of mail machine operators.

   Type of Mail Machine Operator	Description	Hourly rate
   Mail Machine Operator		$12-17
   Mailroom Clerk	A mailroom clerk specializes in handling and distributing mail and packages within a company or establishment, ensuring accuracy and timeliness. They are responsible for scanning and sorting out every parcel through a system, making sure to document everything in and out of the building... Show more	$11-17
   Mail Processing	A mail processor is responsible for sorting mail and documents to ensure accurate delivery and distribution across the recipients. Mail processors manage route orders, send delivery information to the receivers, and update completed distributions on the database... Show more	$14-23

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Minor Maintenance
   • Service Calls
   • Photocopying
   • Postal Regulations
   • USPS
   • Postage Meter
   • Affix Postage
   • Office Equipment
   • Stackers
   • Mail Machine
   • Copy Machines
   • DHL
   • Processing Equipment
   • Fed-Ex

   Check all skills

   Responsibilities:

   • Manage files, prepare lobby monitor presentations using Microsoft PowerPoint.
   • Process mail and run an opex machine that cuts the envelopes while sorting mail.
   • Complete paperwork for the high quantities of mail that have ran off of the machines.
   • Operate OPEX machines to automatically sort envelopes.
   • Perform bulk USPS mail verification and coordinate distribution to regional postal centers.
   • Meter outgoing military govt mail, prepare fed-ex shipments...delivery of mail to squadrons .. work in control restricted area ..

   More mail machine operator duties

3. Make a budget

   Including a salary range in your mail machine operator job description helps attract top candidates to the position. A mail machine operator salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a mail machine operator in South Carolina may be lower than in Washington, and an entry-level mail machine operator usually earns less than a senior-level mail machine operator. Additionally, a mail machine operator with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average mail machine operator salary

   $14.75hourly

   $30,675 yearly

   ---

   Entry-level mail machine operator salary

   $25,000 yearly salary

   Updated January 31, 2026

   Average mail machine operator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Washington	$36,677	$18
   2	Massachusetts	$35,701	$17
   3	California	$32,043	$15
   4	Colorado	$31,046	$15
   5	New York	$30,760	$15
   6	Pennsylvania	$30,084	$14
   7	Nevada	$30,045	$14
   8	Indiana	$29,913	$14
   9	Ohio	$29,751	$14
   10	Illinois	$29,705	$14
   11	Texas	$29,530	$14
   12	Virginia	$29,400	$14
   13	North Carolina	$29,352	$14
   14	Minnesota	$29,279	$14
   15	Georgia	$29,041	$14
   16	Utah	$28,969	$14
   17	Wisconsin	$28,766	$14
   18	Florida	$27,631	$13
   19	South Carolina	$27,524	$13
   20	Iowa	$27,493	$13

   Average mail machine operator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Washington State University	$38,228	$18.38
   2	Quad	$35,052	$16.85	9
   3	Rosemont College	$33,673	$16.19
   4	Wps Health Insurance	$33,470	$16.09
   5	Indiana Farm Bureau	$31,849	$15.31
   6	Centurum	$31,616	$15.20
   7	Canon	$31,397	$15.09	4
   8	The Cincinnati Insurance Companies	$31,160	$14.98
   9	TDS	$31,136	$14.97
   10	4over	$31,082	$14.94	13
   11	Cushman & Wakefield	$31,014	$14.91	8
   12	American Homes 4 Rent	$30,685	$14.75
   13	The Home Depot	$30,547	$14.69	139
   14	Suncoast Post-Tension	$30,506	$14.67	2
   15	Kelly Services	$30,292	$14.56	107
   16	Remedy Intelligent Staffing	$30,133	$14.49
   17	Gulfeagle Supply	$29,988	$14.42	7
   18	St. Cloud High School	$29,905	$14.38
   19	IST Management	$29,838	$14.35	7
   20	ManpowerGroup	$29,831	$14.34	119

4. Writing a mail machine operator job description

   A good mail machine operator job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a mail machine operator job description:

   Mail machine operator job description example

   Now is a great time to join our growing company! The Millennium Group (TMG) is an award-winning business process outsourcing firm focused on print, mail, document scanning, reception, and related office support services for Fortune 500 companies, professional service firms, and institutions of higher education. TMG is looking for highly motivated, enthusiastic team players interested in a career rather than just a job. With a team of over 1,500 nationwide associates, TMG is seeking an individual who can uniquely contribute to our 30+ years of success in the industry.
   
   Receive, Sort and distribute incoming mail and parcels. Shipping and Receiving. Driver to nearby locations to make deliveries.
   Responsibilities: Handle all materials received in the Mail Center [receive, review, receipt, document, process, prepare, identify, separate, deliver, transport, etc.].
   Deliver, pickup, and transport materials within, between, to, and from various departments.
   Deliver office supplies and copy paper.
   Inspect deliveries for suspicious or threatening items.
   Pickup outbound boxes and packages from internal customer locations.
   Ability to sort items into categories according to established methods.
   Prepare items for processing, shipment or transportation.
   Enter activity data in logs, maintain records.
   Ensure all safety procedures are followed at all times.
   Prepare and process outbound courier shipments using computer or service provider's equipment [such as UPS].
   Process invoices related to the services including invoice verification.
   Ability to cross train on other roles within department; responsible for carrying out other duties as appropriate due to staff absences or at the discretion of management.
   Other duties as assigned by manager.
   
   Qualifications: High School diploma or equivalent (GED). Minimum of 2-5 years Mail/Print services related experience preferred with knowledge of commonly used Office Services procedures. 1-3 years' experience with Microsoft Office Software (Word, Excel, etc.). Excellent customer service skills; must possess a "can do" attitude. Excellent communication skills both verbal and written. Ability to effectively work individually or in a team environment. Competency in performing multiple functional tasks. Attention to detail. Ability to handle mail or hand cart, as well as flatbed. Must be able to lift up to 50 pounds. Valid driver's license.
   
   
   
   Job Posted by ApplicantPro

   Copy this example

   

5. Post your job

   There are a few common ways to find mail machine operators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your mail machine operator job on Zippia to find and recruit mail machine operator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting mail machine operators requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new mail machine operator

   Once you have selected a candidate for the mail machine operator position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   To prepare for the new mail machine operator first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a mail machine operator?