Administrative Mail Clerk

Johnson Family Dental; Itasca, Northern (IL, KY); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

Paid time off

Health benefits

Dental & Vision

401k plan

Employee discounts

Job summary

Smile Brands is seeking a detail-oriented Administrative Mail Clerk to join our Central Billing Office in Itasca, IL. This on-site, full-time role supports Revenue Cycle Management by processing mail, insurance payments, EFTs, and deposits, with daily 8:30am–5:30pm hours, Monday–Friday.

Responsibilities include handling mail distribution, payment verification, EFT reconciliation, bank deposits, and document scanning/uploading.

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.

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.

Skills

Attention to detail

Organizational skills

Communication skills

Multitasking

Teamwork

Tools

Microsoft Office

Excel

Outlook

Job description

Overview

At Smile Brands, we're more than a dental support organization—we're a community focused on delivering Smiles for Everyone®.

We are seeking a detail‑oriented Administrative Mail Clerk to join our Central Billing Office. In this position you will support the Revenue Cycle Management team by processing incoming mail, insurance payments, electronic funds transfers (EFTs), bank deposits, and related documentation. The ideal candidate is organized, detail‑oriented, and able to maintain accuracy while managing multiple tasks in a fast‑paced environment.

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

Schedule (days/hours)

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]