Receipt & Fulfillment Coordinator II

Kaiser Permanente; Pleasanton (CA); On-site; USD 40,000 - 48,000; Full time

Job summary

Kaiser Permanente is seeking a mail clerk to support routine information requests, manage mail and document handling, and assist with shipping and records processing. The role requires attention to detail and adherence to privacy guidelines within a healthcare setting.

The position involves collaborating with team members, following detailed instructions, and learning to batch, index, and distribute documents while maintaining organized records for departmental workflows.

Qualifications

• High School Diploma or GED with 1 year in a corporate office OR 2 years in a corporate office.
• Experience with mail distribution, sorting, and document handling is preferred.
• Familiarity with information distribution guidelines and HIPAA-like data privacy is a plus.

Responsibilities

• Collaborate with team to obtain and share basic information and address routine tasks.
• Follow detailed daily instructions to complete tasks with supervision; escalate complex issues.
• Sort, batch, and index incoming mail, process documents, and manage filing and copying as needed.
• Assist in shipping and mailing activities, ensuring accuracy and timeliness.

Skills

Ambiguity management

Attention to detail

Communication

Teamwork

Problem solving

Time management

Organizational skills

Data privacy

Health care industry knowledge

Education

High school diploma

Tools

Mail systems

Record keeping software

Job description

Job Summary:

In addition to the responsibilities listed below, this position is responsible for responding to basic employee requests for information; entering, processing, and retrieving employee and other human resources-related information in records (e.g., benefits, disability, transfers, workers compensation), with a moderate degree of supervision; following detail instructs to batch, sort, and categorize incoming packages based on priority levels and document type; batching, scanning, and indexing information packages (e.g., employee questionnaires, applications, subpoenas, terminations), validating the information, and producing requested documents; organizing the indexing of files correctly in the event of receiving anonymous documents, sending the files to queue for correction, and indexes unclassified documents with some supervision; providing clerical support (e.g., filing, file requests, photocopying, mailing, and word processing) as needed; learning to send fulfillment/employee benefit packets to employees.

Essential Responsibilities:

• Works with others within work team to obtain and share basic information. Listens and addresses performance feedback; provides feedback to team members. Learns new relevant knowledge and skills; acknowledges strengths and weaknesses based on career goals and takes action to leverage / improve them. Adapts to change, challenges, and feedback with moderate guidance. Responds to the needs of others to support completion of routine work tasks.
• Follows detailed, daily instructions to complete routine tasks with moderate supervision. Collaborates with others within ones team to address routine and some non-routine task issues; communicates status and escalates more complex issues. Adheres to established priorities, deadlines, and expectations. Identifies and speaks up for improvement opportunities within ones team.
• Learns and applies methodology to mail distribution by: receiving, sorting, filtering, and delivering inter-department and external mail, with moderate supervisors guidance; applying basic knowledge of standard tools to document mail data (e.g., incoming packages) with moderate guidance; searching for packages that were not received, with moderate degree of guidance; preparing outgoing mail (e.g., ensuring postage is acquired and in stock) following detailed instructions while also sorting outgoing mail; and assisting in the distribution of certified mailing using mail software (e.g., Walz) to obtain address information, and to track the certification of receipt electronically.
• Leverages basic knowledge in shipping tasks by: following detailed instructions to ensure internal and external shipping standards are met; preparing (pack, label, and stock/restock) routine shipments and materials for outgoing mail to all mail carriers (USPS, DHS, UPS, FedEx) with instructions; and following specific instructions regarding changes to shipping standards for improvements to efficiency in preparation process, under moderate supervision.
• Learns and applies expense management methodology by: engaging in documenting, as needed; and learning to determine most cost-efficient decision when choosing from a selected group of vendors for shipping, while taking into considerations the packages priorities.
• Learns about and carries out routine inventory management by: tracking, ordering, stocking, and responding to detailed requests for supplies.
• Contributes to vendor relationships by: coordinating repairs or replacements following broad guidance, as needed.
• Learns standards and policies for communication to members/doctors/employees by: learning processes to handle requests for information from members/doctors/employees by following KP information distribution and industry guidelines, with detailed instructions from senior colleagues.

Knowledge, Skills and Abilities: (Core)

• Ambiguity/Uncertainty Management
• Attention to Detail
• Business Knowledge
• Communication
• Critical Thinking
• Cross-Group Collaboration
• Decision Making
• Dependability
• Diversity, Equity, and Inclusion Support
• Drives Results
• Facilitation Skills
• Health Care Industry
• Influencing Others
• Integrity
• Learning Agility
• Organizational Savvy
• Problem Solving
• Short- and Long-term Learning & Recall
• Teamwork
• Topic-Specific Communication

Knowledge, Skills and Abilities: (Functional)

• Data Privacy
• Information & Data Security
• Computer Literacy
• Maintain Files and Records
• Organizational Skills
• Service Focus
• Time Management

Minimum Qualifications:

• High School Diploma or GED, or equivalent AND minimum one (1) year of experience working in a corporate or business office environment OR Minimum two (2) years experience working in a corporate or business office environment.

Preferred Qualifications:

• Two (2) years experience working in a corporate or business office environment.
• One (1) years of experience in shipping and receiving, as a mail clerk, using mail systems (e.g., UPS, FedEx, DHL) or a related field.