What does a mailing specialist do?
A mailing specialist is responsible for ensuring that the equipment needed, printing machinery, and devices are properly utilized and maintain a good quality standard. They are the person who stays updated, informed, and aware of the regulation and process of transporting mail to other areas. This career must secure effective two-way communication between the client and the receiver. They must orderly and adequately organize mail and deliver it on a deadline.
Mailing specialist responsibilities
Here are examples of responsibilities from real mailing specialist resumes:
- Manage documents for staff collaboration and training in SharePoint.
- Set up and run various inkjet, sorting and mailing equipment.
- Perform all machine set up.skilled, knowledgeable with understand the complexities of address management and USPS regulations.
- Function as project manager, account representative & print coordinator collating pricing & mark-up producing a quote for direct mail campaigns.
- Apply quality assurance/control, project management, and leadership expertise to ensure assign manufacturing technicians comply with FDA and ISO guidelines.
- Operate OPEX machines to automatically sort envelopes.
Mailing specialist skills and personality traits
We calculated that 18% of Mailing Specialists are proficient in Data Entry, USPS, and Customer Service. They’re also known for soft skills such as Communication skills, Detail oriented, and Math skills.
We break down the percentage of Mailing Specialists that have these skills listed on their resume here:
- Data Entry, 18%
Manage customer specific documents electronically, in addition to filing, data entry, & general record management tasks.
- USPS, 11%
Worked with the Mail Shop Manager to ensure processes reflect current regulations and rules of the USPS.
- Customer Service, 9%
Supervised work-study students in a customer service atmosphere.
- Database Management, 8%
Complete Marcom / Database management responsibilities.
- Postage Machine, 5%
Maintained the operation of and monitored usage of postage machine.
- Postal Regulations, 5%
Complied with job specifications, company quality standards and all postal regulations to ensure product quality and overall customer satisfaction.
Common skills that a mailing specialist uses to do their job include "data entry," "usps," and "customer service." You can find details on the most important mailing specialist responsibilities below.
Communication skills. One of the key soft skills for a mailing specialist to have is communication skills. You can see how this relates to what mailing specialists do because "production, planning, and expediting clerks are frequently in contact with suppliers, vendors, and production managers and need to communicate the firm’s scheduling needs effectively." Additionally, a mailing specialist resume shows how mailing specialists use communication skills: "played a major role in customer service communication and developed a strong knowledge of sales and customer relations. "
Detail oriented. Another essential skill to perform mailing specialist duties is detail oriented. Mailing specialists responsibilities require that "material and product inspecting clerks check items for defects, some of which are small and difficult to spot." Mailing specialists also use detail oriented in their role according to a real resume snippet: "provide data processing department with detailed personalization & mailing instructions. "
Math skills. This is an important skill for mailing specialists to perform their duties. For an example of how mailing specialist responsibilities depend on this skill, consider that "some material recording clerks use math to calculate shipping costs or take measurements." This excerpt from a resume also shows how vital it is to everyday roles and responsibilities of a mailing specialist: "recorded patients' medical history, vital statistics and test results in medical records. ".
Customer-service skills. Lastly, "customer-service skills" is an important element of what a mailing specialist does. Mailing specialist responsibilities require this skill because "stock clerks sometimes interact with customers in retail stores and may have to get the item the customer is looking for from the storeroom." This resume example highlights how mailing specialist duties rely on this skill: "managed data entry for key customers including, scanning incoming documents and inputting billing data into customer systems. "
The three companies that hire the most mailing specialists are:
- Office Depot2 mailing specialists jobs
- First Republic Bank
1 mailing specialists jobs
- Quad1 mailing specialists jobs
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Compare different mailing specialists
Mailing specialist vs. Casual clerk
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). He/she may be able to adapt to changing dynamic production environment since the job involves multitasking, must possess good verbal and written communication skills, basic mechanical and trouble-shooting skills, and must be flexible in the work schedule based on volume needs.
These skill sets are where the common ground ends though. The responsibilities of a mailing specialist are more likely to require skills like "data entry," "database management," "postage machine," and "postal regulations." On the other hand, a job as a casual clerk requires skills like "delivery truck," "processing equipment," "postal service," and "mail carriers." As you can see, what employees do in each career varies considerably.
Casual clerks tend to reach similar levels of education than mailing specialists. In fact, casual clerks are 0.0% less likely to graduate with a Master's Degree and 0.0% less likely to have a Doctoral Degree.Mailing specialist vs. Direct mail 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. Furthermore, there are instances where they must process all outgoing mail by processing it into postal stamping machines, respond to mail inquiries from employees, and maintain records of all transactions.
While some skills are similar in these professions, other skills aren't so similar. For example, resumes show us that mailing specialist responsibilities requires skills like "data entry," "customer service," "database management," and "postage machine." But a direct mail clerk might use other skills in their typical duties, such as, "press releases," "direct care," "a+," and "blog posts."
In general, direct mail clerks achieve higher levels of education than mailing specialists. They're 8.2% more likely to obtain a Master's Degree while being 0.0% less likely to earn a Doctoral Degree.Mailing specialist vs. Insert operator
There are many key differences between these two careers, including some of the skills required to perform responsibilities within each role. For example, a mailing specialist is likely to be skilled in "data entry," "customer service," "database management," and "collating," while a typical insert operator is skilled in "quality checks," "basic math," "machine operation," and "routine maintenance."
Insert operators earn the best pay in the manufacturing industry, where they command an average salary of $33,806. Mailing specialists earn the highest pay from the insurance industry, with an average salary of $37,469.Most insert operators achieve a similar degree level compared to mailing specialists. For example, they're 0.9% less likely to graduate with a Master's Degree, and 0.0% less likely to earn a Doctoral Degree.Mailing specialist vs. Mailroom clerk
Types of mailing specialist
Updated January 8, 2025
