Mail Room Specialist I

EMS Management & Consultants; Atwood (NC); On-site; USD 30,000 - 38,000; Full time

Job summary

EMS Management & Consultants is seeking a detail-oriented Mailroom Clerk to manage incoming/outgoing payments, scan and index documents, and ensure accuracy in deposits and client deliverables.

The role emphasizes confidentiality, HIPAA awareness, and strong teamwork in a fast-paced office environment. Flexibility for extended hours and weekend work may be required to support month-end processes.

Qualifications

• High School Diploma required.
• Confidentiality and professionalism regarding financial information and PHI.
• Flexibility to work extended hours to support the business as required.
• Strong teamwork and interpersonal skills; able to communicate effectively.

Responsibilities

• Process incoming/outgoing mail, including payments and scans.
• Reconcile client payments to EMSafe and prepare deposits.
• Prepare weekly client deliverables and ensure accuracy and timeliness.
• Maintain confidentiality and comply with regulations.

Skills

Confidentiality & PHI

Teamwork

Flexibility

Communication

Time management

Cross-functional

Adaptability

Education

High School Diploma

Tools

Excel

Adobe Acrobat

Job description

Description

Job Summary

This position is responsible for processing incoming and outgoing mail including sorting and scanning client payments and correspondence. This position reconciles physical payments received by EMSMC on behalf of clients, reconciles them to EMSafe, and prepares deposits and other client-specific deliverables in accordance with client requirements, company standards, and compliance regulations.

Major Responsibilities/Activities

• Open, sort, and distribute incoming mail, including payments, denials, correspondence, etc. Do not open mail delivered to confidential P.O. Box or identified in a manner that suggests it may be confidential. This mail should be set aside and delivered to the appropriate personnel.
• Obtain payments & correspondence from various sources; scan into software program
• Prepare payments for deposit into client bank accounts, including electronic transfer, in a timely and accurate manner and in accordance with client requirements
• Identify check and payor errors and address with appropriate internal and/or external persons to correct the problem
• File checks (for non-deposit clients), explanations of benefits, and other misc. correspondence in a secure manner until ready for mailing
• Prepare and sign off on daily courier chain of custody for deposit accuracy and secure transfer of deposits
• Prepare weekly client deliverables ensuring accuracy, timeliness, and completeness and reconciliation of payments
• Conduct all job tasks, duties, and interactions with professionalism, respect, a positive attitude, and in accordance with company compliance policies and applicable government regulations
• Consistently support and demonstrate the company mission and values

Other Responsibilities/Activities

• Populate data fields from scanned images in order to link the image to the claim in billing system
• Process & track mail (including certified mail) in a timely and accurate manner
• Provide administrative support for other departments as needed
• Scan documents into software program
• Perform other necessary tasks as assigned by direct leader or department manager
• May be required to work Saturdays when month end falls on Saturday, Sunday, or Monday

Requirements

Required Education, Skills, & Experience

• High School Diploma
• Strong sense of confidentiality and professionalism regarding financial information and PHI
• Flexibility to work extended hours to support the business as required
• Strong sense of teamwork, strong interpersonal skills, and the ability to maintain composure in a fast-paced, high-pressured environment
• Ability to learn, understand, and work within specific client requirements
• Highly organized and multi-tasking with ability to manage time and prioritize work
• Good communication and critical thinking skills
• Ability to function well within a cross-functional team setting and independently
• Willing and able to adapt to changes in work environment, procedures, priorities, and job duties

Preferred Education, Skills, & Experience

• Strongly prefer prior experience in payment handling and/or mailroom or lockbox procedures
• Prior experience in reconciliation, scanning/imaging, and/or data entry
• Knowledge of HIPAA requirements and regulations
• Working knowledge of Excel and Adobe Acrobat

Working Environment/Physical Requirements

• General office environment
• Typing, sitting, standing, walking, some light lifting
• Use of basic office equipment such as computer, fax, printer, copier, telephone, scanner
• Some use of postage machine
• Sometimes required to work long hours and weekends without advanced notice

Employees must be able to perform the essential functions of this position. Reasonable accommodations will be provided to qualified individuals with disabilities as needed to support their ability to perform these essential functions. If you require an accommodation for this position or to participate in the application process, please contact HR at [e-mail].

The responsibilities and duties outlined in this job description are not exhaustive and may be subject to change to meet the needs of the business. This job description is not an implied contract of employment and does not alter the at-will employment relationship.

There is no anticipated closing date for applications; The role will remain open until filled.

Applicants must be authorized to work in the United States now and in the future; this role does not offer current or future visa sponsorship.