Document Intake & Mail Operations Lead

pacificsource; Virginia (IL); Hybrid; USD 40,000 - 64,000; Full time

Job summary

PacificSource is hiring for a role focused on enterprise document intake and vendor-supported mail operations. The position ensures inbound communications are received, routed, tracked and processed per standards and SLAs.

The role requires at least 3 years in document management or related fields, strong OCR and imaging knowledge, and proficiency with Microsoft Office tools. Travel is ~10% with a general office setting.

Qualifications

• Minimum of 3 years of experience in document management, mail operations, records management, healthcare operations or related business operations functions.
• Knowledge of OCR, document imaging, indexing, routing and workflow management.
• Proficiency with Microsoft Office tools including Excel and Word.
• Understanding of HIPAA privacy considerations and healthcare data handling.

Responsibilities

• Oversee daily document intake operations to ensure timely and accurate processing of inbound communications.
• Monitor vendor scanning, imaging, and mail processing services to ensure quality and service levels.
• 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 support delivery/address issue resolution.
• 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 and quality.

Skills

Accountability

Adaptability

Collaboration

Communication

Listening

Organizational skills

Problem solving

Teamwork

Planning

Work standards

Building trust

Continuous improvement

Education

High school diploma or equivalent

Tools

Microsoft Office Suite (Outlook, Excel, Word, Teams)

Job description

PacificSource is hiring for a role focused on enterprise document intake and vendor-supported mail operations. The position ensures inbound communications are received, routed, tracked and processed per standards and SLAs.

The role requires at least 3 years in document management or related fields, strong OCR and imaging knowledge, and proficiency with Microsoft Office tools. Travel is ~10% with a general office setting.