Document Intake and Mail Operations Specialist

Job not on LinkedIn

🔥 16 hours ago

⚔️ Virginia – Remote

⚔️ Virginia – Remote

💵 $39.8k - $63.7k / year

⏰ Full Time

🟡 Mid-level

🟠 Senior

⚙️ Operations

👻 Ghost score 20%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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PACIFICSOURCE

WebsiteLinkedInAll Job Openings

1001 - 5000 employees

Founded 1933

Not-for-profit health plans

📋 Description

• Oversee daily document intake operations to ensure timely and accurate processing of inbound communications • Monitor vendor scanning, imaging, and mail processing services for quality and service level compliance • Manage PO Box administration and inbound mail handling processes • Monitor OCR performance, image quality, indexing accuracy, and document routing effectiveness • Investigate and resolve document intake exceptions, processing issues, and routing discrepancies • Coordinate returned mail activities and resolve delivery or address-related issues • Track document intake service levels and operational performance metrics • Support document indexing, classification, and routing processes for accurate workflow distribution • Develop and maintain operational metrics, reports, and performance dashboards • Identify and recommend process improvements to enhance efficiency, quality, and operational effectiveness • Assist with vendor onboarding, implementation, and operational transition activities • Support workflow documentation and maintenance of standard operating procedures • Participate in quality assurance reviews and process audits • Coordinate issue resolution with business units and operational stakeholders • Perform other duties as assigned

🎯 Requirements

• Minimum of 3 years of experience in document management, mail operations, records management, healthcare operations, or related business operations functions • Experience supporting vendor-managed services, document processing workflows, operational quality controls, and process improvement initiatives preferred • High school diploma or equivalent required • Knowledge of document imaging, scanning, indexing, and records management processes • Knowledge of Optical Character Recognition (OCR) technologies and document capture workflows • Knowledge of mail operations, inbound correspondence processing, and document routing practices • Knowledge of workflow management and document lifecycle processes • Knowledge of quality assurance techniques and operational performance monitoring • Knowledge of reporting, metrics development, and basic data analysis • Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams • Ability to read and comprehend both written and spoken English • Ability to communicate clearly and effectively • Ability to meet department and company performance and attendance expectations • Ability to follow privacy policy and HIPAA laws and regulations concerning confidentiality and security of protected health information • Ability to travel approximately 10% of the time • Ability to stoop and bend, sit and/or stand for extended periods, perform repetitive typing, sorting and filing, and lift and carry files and business materials