How to hire a mail technician

How to hire a mail technician, step by step

Here's a step-by-step mail technician 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 technician job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new mail technician
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the mail technician you need to hire. Certain mail technician roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

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

   Yes

   No

   A mail technician's background is also an important factor in determining whether they'll be a good fit for the position. For example, mail technicians 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 presents mail technician salaries for various positions.

   Type of Mail Technician	Description	Hourly rate
   Mail Technician		$10-20
   Insert Operator	An insert operator's job is to set up, maintain, and troubleshoot the insert machine to produce accurate work on a timely basis. The operator conducts quality checks and performs other tasks whenever needed as he/she works with one or more machines from time to time depending on workload and date of delivery (DOD)... Show more	$12-19
   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

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Postage Machine
   • USPS
   • Customer Inquiries
   • Courier Services
   • Postal Regulations
   • Postage Meter
   • State Agencies
   • Business Mail
   • Fed-Ex
   • Computer System
   • RAN
   • Bulk Mailings
   • DHL

   Responsibilities:

   • Process overnight packages and other accountable mail (next day express USPS, next day UPS/FedEx, etc .).
   • Meter outgoing military govt mail, prepare fed-ex shipments...delivery of mail to squadrons .. work in control restricted area ..
   • Perform repair and basic maintenance in sortation and banding machinery.
   • Provide assistance with ALV, by running batches, replenishing, staging medication for packaging and packing shorts.
   • Convince management to convert bi-monthly newsletter to PDF, eliminating all mailing costs for annualize savings of more than $110K.

3. Make a budget

   Including a salary range in your mail technician job description is a great way to entice the best and brightest candidates. A mail technician salary can vary based on several factors:

   • Location. For example, mail technicians' average salary in arizona is 29% less than in massachusetts.
   • Seniority. Entry-level mail technicians earn 48% less than senior-level mail technicians.
   • Certifications. A mail technician with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a mail technician's salary.

   Average mail technician salary

   $14.69hourly

   $30,561 yearly

   ---

   Entry-level mail technician salary

   $22,000 yearly salary

   Updated January 22, 2026

4. Writing a mail technician job description

   A good mail technician 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 technician job description:

   Mail technician job description example

   As an promotional mail tech associate on our fulfillment team, you'll responsible for assembling and manual mailing services for promotional mailings. You'll perform routine assembly and shipping activities of company merchandise and products, conduct quality checks, and sort through returned products from customers. You'll work with postage meter equipment and material handling equipment used for transporting forms. Additionally, you'll be required to comply with established safety procedures, policies, and processes.
   Must-have qualifications
   
   * High School diploma or GED equivalent
   
   Preferred Skills
   
   * Experience in mailroom/assembly-production operations.
   * Ability to operate a computer.
   * Ability to learn how to operate material handling equipment.
   * Organizational skills and ability to work on multiple projects with tight deadlines.
   * Listening, verbal and written communications skills.
   
   Schedule: Monday - Friday 6:00am - 2:30pm EST. Holidays and occasional overtime may be required.
   
   Compensation:
   
   * $15.60/hour
   * Gainshare bonus up to 16% of your eligible earnings based on company performance
   
   Benefits
   
   * 401(k) with dollar-for-dollar company match up to 6%
   * Medical, dental & vision, including free preventative care
   * Wellness & mental health programs
   * Health care flexible spending accounts, health savings accounts, & life insurance
   * Paid time off
   * Paid & unpaid sick leave where applicable, as well as short & long-term disability
   * Parental & family leave; military leave & pay
   * Diverse, inclusive & welcoming culture with Employee Resource Groups
   * Career development & tuition assistance
   
   Physical requirements/working conditions
   
   * Must be able to move and/or lift 22 lb. mail trays at any given time, 60 lbs. at other times and move up to 1,200 pounds using a pallet jack.
   * Requires long periods of standing (e.g., mailroom)
   * May require prolonged repetitive use of the upper extremities
   * Exposure to chemicals, equipment, noise and other work conditions typically found in a commercial facility is possible
   * Required to frequently walk, sit, bend and kneel
   * Required to use hands and fingers to operate objects, tools or controls and reach with hands and arms
   * Required to climb, balance, stoop, crouch and crawl
   * Vision abilities include close vision, color vision and the ability to adjust focus
   * Involves operating heavy machinery and equipment including
   * Must be able to transport merchandise using a pallet jack
   
   Equal Opportunity Employer
   
   Sponsorship for work authorization for foreign national candidates is not available for this position.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right mail technician for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

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

6. Interview candidates

   Recruiting mail technicians 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. You can move on to the technical interview if a candidate is good enough for the next step.

   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 technician

   Once you have selected a candidate for the mail technician 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 good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new mail technician. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

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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