Mailroom Associate

4 days ago

Portland ME United States Martin's Point Health Care Full time

Join Martin's Point Health Care - an innovative, not-for-profit health care organization offering care and coverage to the people of Maine and beyond. As a joined force of "people caring for people," Martin's Point employees are on a mission to transform our health care system while creating a healthier community. Martin's Point employees enjoy an organizational culture of trust and respect, where our values - taking care of ourselves and others, continuous learning, helping each other, and having fun - are brought to life every day. Join us and find out for yourself why Martin's Point has been certified as a "Great Place to Work" since 2015.

Position Summary

The Mailroom Associate (Business Support Specialist II) works collaboratively with the entire Support Services team to provide a variety of support related services and is responsible for processing outgoing and interoffice mail, sorting and distributing incoming mail, shipping and receiving packages, providing courier services to multiple locations, fleet management, operating and maintaining specialized mail processing machinery on a daily basis. The Business Support Specialist II also provides mailing support to the entire organization ensuring mailing projects follow CMS and USPS guidelines.

Job Description

Key Outcomes:

  • Perform daily mailing projects including letter separation/identification, inserting, and posting, adhering to CMS requirements.
  • Transports mail, confidential information, x-rays and medical records, equipment, and supplies in a courteous, respectful and timely manner to ensure efficient flow of information throughout all locations.
  • Receives, collects, sorts, and delivers interoffice mail, USPS mail, UPS, FedEx and other carrier letters and small packages company-wide for multiple locations in accordance with USPS, FedEx and various vendors regulations.
  • Processes outgoing mail and packages from our internal departments according to department guidelines.
  • Receive incoming shipments to verify correctness of items, check for damaged goods, ensure that goods are appropriately routed to various departments.
  • Safely and effectively maintains and operates USPS approved postage equipment and machinery, inserting, collating, folding, stuffing and coordinating with mail processing.
  • Identify, set up and program the Pitney Bowes inserter machine according to job requirements while performing quality checks during the production run.
  • Provides exceptional customer service, production coordination, quality control and supply management in support of the department’s balanced scorecard.
  • Transports pharmaceuticals, lab specimens, toxic waste bio-medical instruments and hazardous materials, between our sites and offsite facilities in compliance with federal, state and local government guidelines.
  • Manages the IT hardware central supply inventory, working with Supply Chain on reorders and shipping to employees’ home/office locations.
  • Safely operates MPHC vehicles according to MPHC protocol.
  • Assures all records and logs maintained by the team are accurate and remain up to date according to governmental and department guidelines.
  • Maintains active Ergonomic Team Member status by attending team meetings/training sessions and performing ergonomic evaluations.
  • Serves as backup for answering the Support Services emergency hot line by prioritizing and coordinating response according to the level of emergency and established protocols.
  • Performs quarterly safety inspections and maintains first aid kits throughout the organization.
  • Active involvement in quality improvement projects and initiatives in support of the fiscal integrity of the organization.
  • Maintains individual work area and team area in a clean and organized fashion.
  • Assist in identifying process and quality improvements.
  • Maintains vehicle maintenance for the MPHC fleet; manage annual inspections, tracking mileage, registration, repairs, fueling, transpass, insurance and monthly billing invoices for Martin’s Point fleet of vehicles.
  • Other duties as assigned.

Education/Experience:

  • High School diploma or GED.
  • 4+ years mailroom operations or relevant work experience.

Required License(s) and/or Certification(s):

  • Valid Maine driver’s license.

Skills/Knowledge/Competencies (Behaviors):

  • Demonstrates an understanding of and alignment with Martin’s Point Values.
  • Must be a self-starter, able to work independently with attention to detail.
  • Must be able to follow written and oral instruction.
  • Visual acuity and fine motor skills are needed for daily routine tasks.
  • Maintain confidentiality and be able to function independently in a team environment.
  • Must be comfortable in a high energy environment.
  • Knowledge of mechanical operations of mailroom equipment.
  • Must have strong computer skills – ability to program various systems including Pitney Bowes inserter, Pitney Bowes USPS postal machine, Tektrack software and database management.
  • Prompt, neat, courteous and efficient in dealings with staff, patients and external customers.
  • Strong communications skills – ability to communicate well at all levels of the organization demonstrating tact, diplomacy and sensitivity.
  • Ability to perform the physical requirements of the job to include bending, stooping, standing for long periods of time and lifting up to 50 pounds.
  • Model good safety habits.

We are an equal opportunity/affirmative action employer.

Do you have a question about careers at Martin’s Point Health Care? Contact us at:

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