• Records & Mail Services
  • Philadelphia, PA, USA
  • Full Time

ECFMG offers competitive compensation and excellent benefits including generous coverage for health, dental and vision insurance, 15% employer contribution to retirement, 100% tuition reimbursement, and many other great benefits. ECFMG is an equal opportunity employer.

ECFMG is seeking a Mail and Document Imaging/Records Clerk in the Philadelphia, PA office. The Mail and Document Imaging/Records Clerk position maintains the proper distribution and processing of incoming and outgoing mail. Likewise, this position is responsible for preparing, scanning and indexing large volumes of documents into an electronic filing system.  In addition to processing and distribution, this position is responsible for the identification of many types of educational documents as well as the data entry of information concerning receipt of courier shipments and certain applicant documents into spreadsheets and other software applications.  The position is also responsible for prepping verifications, printing and mailing ECFMG Certificates and other documents using courier software and website. Performs other duties as assigned by the Supervisor.


  • Very good organizational skills and attention to detail, flexibility and the ability to work with large volumes of mail. Good PC skills.


  1. Ensures the Provision of Excellent Service
    1. Sorts and opens, reviews, and routes to the appropriate individuals/departments at ECFMG and FAIMER incoming hardcopy mail, documents and packages. For certain incoming documents, routing decisions are based on review of the materials.
    2. Documents the destination of routed mail within the office.
    3. Distributes sorted and routed mail, documents, and packages to internal destination.
    4. Collects, prepares and processes outgoing mail and packages.
    5. Provides assistance to other staff in locating mail and packages and answering department work-related inquiries.
    6. Receives and distributes office supplies to departments and basement storage area.
    7. Maintains inventory in supply room and basement storage area.
    8. Communicates with vendors for shipping and tracking of mail and packages.
    9. Moves furniture and sets up meeting rooms.
    10. Distributes and retrieves hardcopy files to/from ECFMG staff.
    11. Print and mail documents via courier software and website.
  1. Contributes to an Efficient and Effective Operational Unit
    1. Traces documents and shipments using computer spreadsheets and Internet.
    2. Assist in training new staff.
    3. Provides input on department procedures.
    4. Research addresses via the internet
    5. Emails ECFMG applicants to obtain correct mailing address
    6. Performs other duties assigned by supervisor.
  1. Contribute to Process Improvement Within Department
    1. Enters data and information concerning large numbers of courier shipments in computerized spreadsheets and in various software applications, including courier shipping programs.
    2. Prepares certain mail and documents for scanning.
    3. Scans and indexes large volumes of documents.
    4. Prepares large volumes of documents for scanning and indexing.


  • Minimum one year of mailroom work experience, or two years clerical experience in a professional setting handling large volumes of documents.


  • High school diploma.
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