Mail Operations Specialist

The Judge Group; Southfield (MI); Presencial; USD 32 000 - 45 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Medical insurance

Dental insurance

Vision insurance

Resumo da oferta

The Judge Group is seeking an Administrative Support – Mailroom Representative to efficiently handle mail, documents, and shipments in a HIPAA-compliant office environment.

The role requires attention to detail, data-entry skills, and the ability to manage multiple priorities in a fast-paced setting, onsite in Michigan.

Qualificações

• High school diploma or equivalent required.
• Experience in mailroom/administrative support or healthcare data entry preferred.
• Experience handling confidential records, patient information, or claims documents is a plus.
• Familiarity with imaging, scanning, mail-processing equipment, and online shipping platforms preferred.
• Knowledge of Intermedix imaging solutions or similar systems is preferred but not required.

Responsabilidades

• Receive, sort, scan, route, and distribute incoming mail and related documents to departments.
• Scan documents into imaging or document-management systems for processing.
• Print HCFA forms and EOBs; prepare materials for mailing.
• Process and distribute outgoing mail and departmental communications.
• Handle incoming packages and shipments; distribute to regions/teams.
• Prepare carrier shipments (UPS, FedEx, etc.) via online platforms.
• Ensure labeling, security, and timely delivery of documents and mail.
• Perform data-entry tasks and assist with claims-related projects.
• Maintain mailroom inventory and supplies.
• Conduct quality-control checks on document processing.

Conhecimentos

Attention to detail

Data entry

Organizational skills

Written & verbal communication

Independence

Discretion

HIPAA knowledge

Process-oriented

Adaptability

Policy compliance

Formação académica

High school diploma or equivalent

Ferramentas

Document imaging systems

Mail-processing equipment

Online shipping platforms

Intermedix imaging solutions

Descrição da oferta de emprego

Administrative Support – Mailroom Representative

Schedule: Monday–Friday, 8:00 AM–4:30 PM ET
Education Required: High school diploma or equivalent experience
Department: Administrative Support / Support Center

Position Summary

The Administrative Support – Mailroom Representative is responsible for the accurate, timely, and secure handling of incoming and outgoing mail, documents, shipments, faxes, and internal correspondence. This role supports multiple departments by sorting, scanning, routing, and distributing patient, insurance, claims, and general business correspondence while maintaining strict compliance with company policies, HIPAA requirements, and applicable privacy regulations.

The ideal candidate is detail-oriented, organized, dependable, and comfortable managing multiple priorities in a fast-paced office environment.

Essential Duties and Responsibilities

• Receive, sort, scan, route, and distribute incoming mail, including returned mail, patient correspondence, insurance correspondence, claims-related documents, and other business communications.

• Scan incoming documents into the appropriate imaging or document-management system for review and processing by internal departments.

• Print HCFA forms, Explanation of Benefits (EOBs), and related attachments from IMX or other internal systems; prepare materials for mailing.

• Process and distribute outgoing mail, including standard mail, interoffice mail, patient correspondence, insurance correspondence, and other departmental communications.

• Receive, organize, and distribute incoming packages, deliveries, shipments, faxes, and other documents to the appropriate regions, teams, or departments.

• Prepare UPS, FedEx, and other carrier shipments through online shipping platforms.

• Ensure documents, mail, and packages are accurately labeled, securely handled, and delivered within required timelines.

• Perform data-entry tasks and assist with claims-related projects as assigned.

• Maintain mailroom inventory, including supplies, forms, envelopes, shipping materials, and related operational items.

• Conduct quality-control checks to ensure documents are processed accurately, completely, and in accordance with established procedures.

• Support special operational projects, administrative assignments, and cross-functional team processing areas as directed by management.

• Identify workflow trends, recurring issues, and opportunities for process improvement; communicate findings to regional management.

• Maintain confidentiality of protected health information and other sensitive information at all times.

• Comply with all company policies, compliance standards, governmental regulations, and HIPAA privacy and security requirements.

• Perform other duties and responsibilities as assigned.

Qualifications

• High school diploma, GED, or equivalent work experience required.

• Previous experience in a mailroom, administrative support, document processing, records management, healthcare office, claims environment, or high-volume data-entry setting preferred.

• Experience handling confidential records, patient information, insurance correspondence, or claims documents is a plus.

• Familiarity with document imaging, scanning, mail-processing equipment, and online shipping platforms preferred.

• Knowledge of Intermedix imaging solutions or similar document-management systems is preferred but not required.

Required Skills and Competencies

• Basic computer proficiency, including data entry, email, web-based systems, and document-management platforms.

• Strong attention to detail and ability to maintain accuracy when processing high volumes of mail and documents.

• Ability to organize, prioritize, and complete multiple concurrent tasks within established deadlines.

• Strong written and verbal communication skills.

• Ability to work independently while contributing effectively within a team-oriented environment.

• Sound judgment and discretion when handling confidential patient, insurance, and business information.

• Knowledge of data privacy practices and applicable HIPAA requirements.

• Logical, efficient, and process-oriented approach to daily work.

• Flexible and adaptable when responding to changing priorities, unexpected challenges, and time-sensitive requests.

• Ability to follow established policies, procedures, and quality-control standards consistently.

Work Environment

This is an onsite administrative support role in a structured office environment. The Mailroom Representative will regularly use computers, scanners, printers, fax equipment, postage and shipping systems, and document-imaging tools. The position may require moving, organizing, and distributing mail, packages, supplies, and records throughout the office.

Preferred Candidate Profile

• Reliable and punctual with a strong sense of ownership over daily responsibilities.

• Comfortable working in a fast-paced, deadline-driven environment.

• Customer-service oriented when interacting with internal departments, regional teams, and delivery vendors.

• Able to maintain productivity and accuracy while handling repetitive processing tasks.

• Committed to confidentiality, compliance, and secure document handling.

Medical, dental, and vision insurance are available to qualified candidates who meet eligibility requirements.