Administrative Mail Clerk

Smile Brands Inc.; Itasca (IL); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

PTO

Health insurance

Dental insurance

Vision insurance

401k plan

Telemedicine

Job summary

Smile Brands Inc. in Itasca, IL is seeking a full-time, on-site Administrative Specialist to handle mail, payments, and revenue cycle tasks within a dental practice support environment.

You will process insurance correspondence, balance daily deposits, and coordinate with internal teams to resolve discrepancies, leveraging Excel and Outlook. This role offers PTO, health benefits, a 401(k) plan, and opportunities to grow within a growing dental revenue cycle organization.

Qualifications

• 1 year minimum experience in administration, mailroom, payment processing, or data entry.
• Ability to multitask and meet productivity in a fast-paced environment.
• Experience with Microsoft Office, especially Excel and Outlook.
• Strong attention to detail and organizational skills.
• Strong communication skills and ability to work independently or on a team.

Responsibilities

• Receive, sort, open, and distribute incoming mail and insurance correspondence to the appropriate departments or team members.
• Process insurance checks and related payment documentation, verifying patient and office information and researching unidentified or unmatched payments.
• Monitor and reconcile EFT notifications and payment remittances, researching discrepancies and missing or unmatched payments.
• Prepare and balance daily bank deposits, ensuring checks, deposit batches, and supporting documentation are accurate and properly recorded.
• Prepare outgoing mail and shipments and maintain organized mail storage and tracking.
• Scan, upload, and electronically file checks, EOBs, correspondence, and other supporting documentation in accordance with established procedures.
• Maintain accurate records and documentation to support payment processing, deposits, audits, and other Revenue Cycle Management activities.
• Communicate with internal teams to resolve payment, deposit, or documentation discrepancies and support timely resolution.
• Perform other administrative and RCM-related duties as needed.

Skills

Administration

Mailroom

Payment processing

Data entry

Microsoft Excel

Outlook

Attention to detail

Communication

Teamwork

Tools

Microsoft Office

Job description

Overview

At Smile Brands, we're more than a dental support organization- we are a community focused on delivering Smiles for Everyone®. DecisionOne Dental, a Smile Brands company, is a growing leader in dental revenue cycle management and practice support services.

This is a full-time, on-site position located in Itasca, IL.

Schedule

Monday - Friday 8:30am - 5:30pm

Responsibilities

• Receive, sort, open, and distribute incoming mail and insurance correspondence to the appropriate departments or team members.
• Process insurance checks and related payment documentation, verifying patient and office information and researching unidentified or unmatched payments.
• Monitor and reconcile EFT notifications and payment remittances, researching discrepancies and missing or unmatched payments.
• Prepare and balance daily bank deposits, ensuring checks, deposit batches, and supporting documentation are accurate and properly recorded.
• Prepare outgoing mail and shipments and maintain organized mail storage and tracking.
• Scan, upload, and electronically file checks, EOBs, correspondence, and other supporting documentation in accordance with established procedures.
• Maintain accurate records and documentation to support payment processing, deposits, audits, and other Revenue Cycle Management activities.
• Communicate with internal teams to resolve payment, deposit, or documentation discrepancies and support timely resolution.
• Perform other administrative and RCM-related duties as needed.

Qualifications

• Minimum 1 year of experience in administration, mailroom, payment processing, or data entry.
• Ability to manage multiple tasks and meet productivity and accuracy expectations in a fast-paced environment.
• Experience with Microsoft Office, particularly Excel and Outlook.
• Strong attention to detail and organizational skills.
• Strong communication skills and ability to work effectively both independently and as part of a team.
• Ability to lift and carry mail trays, boxes, and packages
• Ability to operate standard office equipment, including computers, scanners, and printers.

Preferred Qualifications

• Experience handling payments, deposits, financial documentation, or insurance-related correspondence.
• Experience in healthcare, dental, medical billing, or Revenue Cycle Management.

Compensation

$19 - $21/hr

About Us

Benefits are determined by employment status/hours worked and include paid time off ("PTO"), health, dental, vision, health savings account, telemedicine, flexible spending accounts, life insurance, disability insurance, employee discount programs, pet insurance, and a 401k plan.

Smile Brands supports over 650 affiliated dental practices across 28 states all focused on a single mission of delivering Smiles For Everyone!® Smiles for patients, providers, employees, and community partners. Everyone. Our growing portfolio of affiliated dental brands and practice models range from large regional brands to uniquely branded local practices. This role is associated with the affiliated dental office listed at the top of the job posting on our career site.

Smile Brands Inc. and all Affiliates are Equal Opportunity Employers. We celebrate diversity and are committed to providing an inclusive workplace for all employees. We are proud to be an equal opportunity employer. We prohibit discrimination and harassment of any kind based on race, color, creed, gender (including gender identity and gender expression), religion, marital status, registered domestic partner status, age, national origin, ancestry, physical or mental disability, sex (including pregnancy, childbirth, breastfeeding or related medical condition), protected hair style and texture (The CROWN Act), genetic information, sexual orientation, military and veteran status, or any other consideration made unlawful by federal, state, or local laws. If you would like to request an accommodation due to a disability, please contact us at [e-mail]