Document Intake & Mail Ops Specialist

pacificsource; Portland (OR); On-site; USD 40,000 - 64,000; Full time

Job summary

PacificSource is seeking a detail-oriented candidate to oversee enterprise document intake and vendor-supported mail operations in a healthcare setting. You will ensure inbound communications are received, routed, tracked, and processed per standards and SLAs.

Responsibilities include monitoring OCR performance, indexing accuracy, and document routing, plus investigating exceptions and coordinating address-related issues.

Qualifications

• Knowledge of document imaging, indexing, and records management practices.
• Familiarity with OCR technologies and document capture workflows.
• Understanding of workflow management and document lifecycle processes.
• Experience with Microsoft Office Suite (Outlook, Excel, Word, Teams) and basic data analysis.

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 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 support resolution of delivery or address-related issues.
• Track document intake service levels and operational performance metrics.
• Support document indexing, classification, and routing processes to ensure accurate workflow distribution.
• Develop and maintain operational metrics, reports, and performance dashboards.
• Identify and recommend process improvements to enhance efficiency, quality, and operational effectiveness.

Skills

Accountability

Collaboration

Communication

Flexibility

Listening

Organization

Problem solving

Teamwork

Education

High school diploma or equivalent

Job description

PacificSource is seeking a detail-oriented candidate to oversee enterprise document intake and vendor-supported mail operations in a healthcare setting. You will ensure inbound communications are received, routed, tracked, and processed per standards and SLAs.

Responsibilities include monitoring OCR performance, indexing accuracy, and document routing, plus investigating exceptions and coordinating address-related issues.