Mailroom Manager

Maximus; Richmond (VA); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Annual bonus

Medical, Dental, Vision insurance

401K with company match

Paid time off

Employee Assistance Program (EAP)

Tuition reimbursement

Wellness program

Professional development

Job summary

Maximus is seeking a Mailroom Manager to lead the central mailroom supporting the Virginia Medicaid program. You will direct mail processing, data entry, scanning, indexing, and document control while developing staff and optimizing workflows.

This on-site role requires strong leadership, crisis management, and a focus on security, quality, and efficiency. You will manage multi-team operations and partner with finance and technology to enable automation and continuous improvement.

Qualifications

• Lead large, high-volume operational teams with accountability for performance.
• Develop staff, evaluate workflows, and implement automation to improve accuracy and speed.
• Ensure security, confidentiality, and recordkeeping compliance across the mailroom.

Responsibilities

• Oversee central mailroom operations for the Virginia Medicaid program.
• Coordinate communications between staff, Director, and PM team.
• Manage vendor relationships and mailhouse functions.
• Direct printing, distribution, and redesign of program materials and notices.
• Monitor production, staffing, and service levels to meet contractual requirements.

Skills

People management

Leadership

Process improvement

Operations management

Security & confidentiality

Education

Bachelor's degree in relevant field

Job description

The Mailroom Manager is a critical leadership position within the Cover Virginia operation, overseeing the central mailroom supporting the Virginia Medicaid program. This position is responsible for the effective management of mailroom operations, including document receipt and distribution, data entry, scanning, and indexing functions. The Manager will provide day-to-day operational leadership, develop staff, evaluate workflows and technology, and identify opportunities to improve efficiency, accuracy, quality, and automation across the mailroom operation. The work for this position is performed onsite.

Why Maximus?

• Competitive Compensation - Annual bonuses based on performance included!
• Comprehensive Insurance Coverage - Choose from various plans, including Medical, Dental, Vision, Prescription, and partially funded HSA. Additionally, enjoy Life insurance benefits and discounts on Auto, Home, Renter's, and Pet insurance.
• Future Planning - Prepare for retirement with our 401K Retirement Savings plan and Company Matching.
• Paid Time Off Package - Enjoy UTO, Holidays, and sick leave, along with Short- and Long-Term Disability coverage.
• Holistic Wellness Support - Access resources for physical, emotional, and financial wellness through our Employee Assistance Program (EAP).
• Recognition Platform - Acknowledge and appreciate outstanding employee contributions.
• Tuition Reimbursemen t - Invest in your ongoing education and development.
• Employee Perks and Discounts - Additional benefits and discounts exclusively for employees.
• Maximus Wellness Program and Resources - Access a range of wellness programs and resources tailored to your needs.
• Professional Development Opportunities - Participate in training programs, workshops, and conferences. smooth operation of project activities.

Essential Duties and Responsibilities

• Coordinate communications between staff, Director, and Project Management team.
• Manage and coordinate vendors and mailhouse functions.
• Manage printing, distribution, and redesign of all marketing, program materials, reminder and state program letters.
• Conduct reviews to ensure that record keeping, security, and confidentiality procedures are followed and that records and files are accurate and complete.
• Provide document control of mail, project and State correspondence.
• Respond to incoming/outgoing mailing needs of the central processing facility operations.
• Maintain corporate memoranda book and project administrative manual.
• Coordinate vendor invoices with finance department and ensure proper approvals are obtained.
• Provide operational oversight of the central mailroom supporting the Virginia Medicaid program, including mail processing, data entry, scanning, document preparation, and indexing functions.
• Lead, coach, develop, and manage a large operational workforce, including frontline employees and supervisory staff. Effectively manage up, down, and across multiple teams within the mailroom operation to ensure alignment with operational and contractual objectives.
• Demonstrate strong leadership, sound judgment, and critical-thinking and problem solving skills in a high-volume production environment.
• Monitor daily production, workload, quality, staffing, and operational performance to ensure established service levels and contractual requirements are achieved.
• Inspect and evaluate end-to-end processes and workflows to identify inefficiencies, operational gaps, and opportunities for continuous improvement.
• Manage and regularly assess mailroom technology and systems, identifying opportunities for enhancements, automation, and process modernization.
• Partner with leadership and technology teams to scope and implement automation and operational improvements where appropriate.
• Manage printing, distribution, and redesign of program materials, reminder notices, and state program correspondence.
• Conduct reviews to ensure recordkeeping, security, confidentiality, and document-handling procedures are followed, and records are accurate and complete. Maintain appropriate controls for the handling and protection of Medicaid member information and confidential documentation.
• Provide document control for mail, project correspondence, and State/client correspondence.
• Responding to incoming and outgoing mailing needs of central processing facility operations.
• Maintain required project documentation, administrative materials, and operational procedures.
• Coordinate vendor invoices with the Finance department and ensure appropriate approvals are obtained.
• Develop and maintain standard operating procedures, performance expectations, and operational controls for mailroom functions.
• Identify operational risks and elevate issues appropriately while developing solutions to minimize service disruption.
• Daily on-site attendance is required due to the operational nature of the position.
• Limited hybrid work may be permitted based on business needs and leadership approval.

• Bachelor's degree in relevant field of study and 5+ years of relevant professional experience required, or equivalent combination of education and experience.
• Demonstrated experience managing large, high-volume operational teams, preferably within mailroom, document processing, data entry, indexing, healthcare, government, or similar production environments.
• Strong people-management experience with demonstrated ability to coach, develop, and hold leaders and employees accountable for performance.
• Strong critical-thinking, decision-making, organizational, and problem-solving capabilities.
• Experience evaluating operational workflows and implementing process improvements, technology enhancements, or automation.
• Ability to lead effectively across multiple teams and organizational levels.
• Ability to work in an environment requiring strict adherence to security, confidentiality, quality, and service-level requirements.
• Must live in Richmond, Virginia.
• Must be willing and able to work onsite in Richmond, VA office.
• Experience leading a team of 50 or more employees preferred.

EEO Statement

Maximus is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information and other legally protected characteristics.

Pay Transparency

Maximus compensation is based on various factors including but not limited to job location, a candidate's education, training, experience, expected quality and quantity of work, required travel (if any), external market and internal value analysis including seniority and merit systems, as well as internal pay alignment. Annual salary is just one component of Maximus's total compensation package. Other rewards may include short- and long-term incentives as well as program-specific awards. Additionally, Maximus provides a variety of benefits to employees, including health insurance coverage, life and disability insurance, a retirement savings plan, paid holidays and paid time off. Compensation ranges may differ based on contract value but will be commensurate with job duties and relevant work experience. An applicant's salary history will not be used in determining compensation. Maximus will comply with regulatory minimum wage rates and exempt salary thresholds in all instances.

Accommodations

Maximus provides reasonable accommodations to individuals requiring assistance during any phase of the employment process due to a disability, medical condition, or physical or mental impairment. If you require assistance at any stage of the employment process—including accessing job postings, completing assessments, or participating in interviews,—please contact People Operations at [e-mail] .