Mail Processing Specialist

Mail Processing Specialist

ABOUT THE ROLE

The Mail Processing Specialist supports the company’s legal record-retrieval operations by processing incoming physical and electronic correspondence accurately, securely, and efficiently. This position handles a variety of materials, including records, invoices, deficiencies, claimant documents, imaging files, emails, faxes, secure portal downloads, CDs, and USB drives. The specialist is responsible for reviewing documents, matching them to the correct request, saving and naming files properly, documenting all actions, and routing materials to the appropriate department. Because this role involves protected health information, confidential legal documentation, and timesensitive requests, the Mail Processing Specialist must demonstrate strong attention to detail, sound judgment, confidentiality, and consistent compliance with company procedures.

BENEFITS

Full benefits package including health, vision, dental, retirement plan, and paid time off

KEY RESPONSIBILITIES

Mail & Document Processing

• Receive, review, sort, scan, download, rename, convert, upload, and route incoming physical and electronic documents.
• Process records, invoices, deficiencies, claimant documents, imaging files, emails, faxes, portal downloads, CDs, USB drives, and compressed files.
• Match materials to the correct request, patient, facility, and firm.
• Confirm that files are complete, readable, properly oriented, accurately named, and saved in the correct location.

Documentation & Follow-Up

• Create accurate database notes documenting completed work, request status, file locations, passwords, page counts, concerns, and next steps.
• Create follow-up tasks, concern tasks, re-verification requests, and escalations when needed.
• Contact healthcare facilities or other authorized parties for missing information, passwords, or clarification.
• Promptly report incomplete, incorrect, damaged, unreadable, or improperly delivered materials.

File Delivery & Mailroom Support

• Retrieve and move mail totes throughout the department and between designated office areas.
• Scan paper documents and prepare materials for electronic processing.
• Deliver records, checks, correspondence, and other materials to the appropriate departments.
• Carry confidential shred materials across the building to the designated secure disposal area.
• Lift, move, place, and remove mail totes, files, document containers, and boxes from shelves.
• Prepare CDs and USB drives for shipment, including backups, labels, envelopes, and tracking documentation.
• Maintain an organized, secure, and functional mail-processing workspace Communication & Workload Management
• Communicate assignments, workload status, rush requests, processing concerns, and incomplete work through Microsoft Teams and other approved systems.
• Coordinate with Retrieval, Follow-Up, Accounting, Fulfillment, Quality Assurance, and other departments.
• Complete daily production reports, workload counts, and end-of-day documentation accurately and on time.
• Manage changing priorities while maintaining reliable attendance and timely completion of assigned work.

Compliance & Performance

• Identify opportunities to improve the firm experience, communication flow, and internal coordination.
• Follow all written procedures, departmental instructions, security requirements, and supervisory directions.
• Maintain established standards for accuracy, productivity, documentation, and turnaround time.
• Protect medical records, protected health information, and sensitive legal documentation.
• Follow HIPAA, privacy, information-security, and document-retention requirements.
• Participate in required training and report privacy concerns, security incidents, processing errors, or compliance issues immediatel

QUALIFICATIONS & SKILLS

Required

• High school diploma or GED equivalent.
• Strong computer, keyboarding, data-entry, and document-review skills.
• Strong attention to detail, organization, communication, and follow-through.
• Ability to follow written procedures, maintain accurate records, manage changing priorities, and work independently.
• Ability to maintain confidentiality when handling protected health information and sensitive legal documents.
• Ability to sit, stand, walk, bend, reach, and perform repetitive typing, scanning, sorting, and document-handling tasks throughout the workday.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving and critical thinking skills with a solutions-oriented mindset
• Ability to collaborate effectively across multiple departments and with different levels of leadership.
• Proficiency in Microsoft Office Suite and general business communication tools.
• Ability to lift, carry, push, or pull mail totes, files, shred materials, and boxes weighing up to 30 pounds, including safely placing materials on and removing them from shelves.
• Reliable attendance, professionalism, and a strong sense of accountability. Preferred
• Experience in medical retrieval, healthcare support services, legal support services, or another service-based environment.
• Experience in administrative support, records management, document processing, data entry, healthcare, legal support, or mailroom operations.
• Familiarity with HIPAA, secure file-sharing platforms, or medical-record retrieval