Mail and Records Clerk

Accounting and Finance
Customer Service
Administrative Support
3 months contract
December 5, 2018
Updated on
January 2, 2019
Valid until

Responsible for the accurate and timely processing of all incoming and outgoing mail and courier items, along with reception, imaging and cafeteria duties.

Company Overview

iA Financial Group is the fourth largest life and health insurance company in Canada and offers a wide range of products for all stages of life and to meet the needs of clients across its vast sales network. Founded in 1892, iA Financial Group’s stability and solidity make it an employer of choice that invests in its employees and their development over the long term.

With operations across Canada and in the United States, iA Financial Group and its over 5,000 employees work hard every day to offer the best service to over four million clients.



Responsible for the accurate and timely processing of all incoming and outgoing mail and courier items, along with reception, imaging and cafeteria duties.


1. Canada Post and ICS mail:

- open and sort incoming mail into departments

- record daily volumes of registered mail and business reply mail

- pick-up, open and sort ICS mail

- distribute mail according to internal department & schedules

- pick-up internal and external mail from baskets; sort and process

- slot agent mail via preset agency slots

- check and maintain agent slots, envelopes and labels

- pack up mail from slots for dispatch

- weigh and process outgoing mail using ICS computer and shipping application

- apply postage to outgoing Canada Post mail using postage machine

- seal all outgoing Canada Post mail

2. Courier mail:

- package outgoing mail

- weigh and process outgoing mail using FedEx computer and shipping application

- track and audit delivery/receipt of mail as required

- sign for and receive incoming mail and goods

- check waybill and delivery instructions

- deliver mail and or goods to internal staff or arrange for their collection

3. Inserting:

- complete regular insertions jobs

- complete one off insertion jobs from LOBs for marketing campaigns

- arrange for large and/or complex jobs to be shipped to external mail processing vendor(s)

4. Imaging:

- prepare documents as required

- scan, quality control and validate documents

- assign documents to a box and close batch

- meet agreed SLAs for processing of daily front end and LUS documents

- answer queries regarding imaged documents from LOB staff

5. Microfilm:

- process daily requests for transfer of document images from microfilm to paper and/or image system to agreed SLAs

- maintain microfilm library

- arrange for repair and duplication of microfilm as required

6. Security:

- be aware of and to be responsible for all visitors who enter the head office building through the Loading Dock entrance

- ensure mail and courier items are correctly sealed and addressed accurately

7. Machinery and Systems:

- have expert knowledge in the use of equipment in the Corporate Services area (production scanners and quality control scanners, micro-imager and reader printer, inserter and opener)

- have expert knowledge in the use of systems and applications used in the Corporate Services area (Kofax capture and RAR systems, Kodak microfilm scanning system and IGMICS, ICS and FedEx shipping applications)

- call external service on any machinery that is not working

- liaise with Help Desk and Corporate Systems staff to solve problems

8. Other:

- work in other areas of ISD as and when required. Mainly in the areas of reception/ switchboard and cafeteria


Must be available to work 7 hour shift on a rotational basis between the times of 7:30 am to 7:30 pm Monday to Friday. The start and end time of the shift will be determined by the Corporate Services Coordinator and Supervisor. There may be a requirement to work outside of these hours on an irregular basis (paid overtime).

Required Profile


- high school certificate


- 6 - 12 months office experience in a computerised environment


- accurate typing / data entry

- strong organisational skills and ability to multi-task

- excellent communication skills

- strong customer service skills and ability to deal with difficult callers effectively

- answering a multi-line phone, along with reception duties

- team player

- able to handle confidential documents with integrity

- must be able to lift boxes weighting up to 30 lbs

- must be able to stand for extended periods of time

Our Commitment

iA Financial Group is committed to having an equal access employment program and welcomes applications from women, visible minorities, Aboriginal peoples and disabled persons. Any use of the masculine form is to simplify the text and includes the feminine form.

Also, we are committed to fostering a workplace that promotes diversity and inclusion. We can provide accommodation in our recruitment and selection processes to applicants with disabilities where required. Please contact your Recruiter, or send an email to