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Mailroom Operations Manager

3 months ago

Saint Paul, United States Smart Data Solutions LLC Full time
Job DescriptionJob DescriptionSmart Data Solutions (SDS) is a technology leader in healthcare process automation and interoperability.

A career at SDS is both challenging and rewarding. We've created an open and honest culture where we value constant learning and new ideas - no matter what role you're in at SDS. We are passionate about our customers’ success and helping our colleagues grow and develop

What we’re looking for?

Required skills: The Manager of Document Intake is responsible for the following, delegating to staff where appropriate and as much as possible. Responsibilities do not include regular hands-on processing of production volumes.

Mailroom Management

  • Improve mailroom operations through continuous process improvement projects
  • Lead mailroom integration with other departments
  • Review and implement mailroom policy updates
  • Ensure mailroom documentation is current and compliant
  • Lead mailroom efforts related to onboarding new clients
  • Proactively monitor and address client workflow issues

Production tracking and reporting

  • Assess production status daily
  • Production status reporting
  • Productivity reporting
  • Quality reporting
  • Utilization reporting

Staff Scheduling

  • Production planning and scheduling
  • Absentee management
  • Design and implement staffing strategies

Training

  • Train and certify employees

Ancillary Support

  • Ordering supplies and maintain supply inventory
  • Scheduled equipment maintenance
  • Answering internal and customer emails in accordance with Company policy
  • Process incoming mail based on customer required sorts.

Employee Management

  • Administer skill and quality-based promotion
  • Administer quality and productivity programs including performance reviews in the event standards are not being met.


Skills and Qualifications

  • Minimum 2 years mailroom/operations management experience.
  • Competent using Microsoft Office Suite with strong Excel skills.
  • Ability to rapidly complete a diverse set of tasks.
  • Oral and Written Communication Skills
  • Organization
  • Ability to manage many people at once.
  • Highly organized and disciplined.
  • Ability to understand process workflows, analyze, and identify improvements.
  • Strong writing skills, particularly for process documentation and communication
  • Disciplined in prompt communication responsiveness.
  • Communication and reporting style that emphasizes simplicity and elimination of noise in favor of substantive and actionable data.
  • Action orientation and ability to consistently complete assigned tasks on time


Work Location:

  • In person. 960 Blue Gentian Road, Eagan, MN 55121


Why this is the company for you?

Top Benefits & Perks:

  • A company culture that is authentic and values forward thinking, collaboration, and fairness We work hard for our customers and have fun along the way
  • A professional development and growth-oriented workplace
  • Generous benefits including, health insurance, short-term, and long-term disability
  • 401(k) with a company match to provide a better future in your retirement years
  • Work-life balance with competitive paid time off package; including vacation, holiday, and a floating day

Who is Smart Data Solutions?

For over 20 years, Smart Data Solutions has been partnering with leading payer organizations to provide automation and technology solutions enabling data standardization and workflow automation. The company brings a comprehensive set of turn-key services to handle all claims and claims-related information regardless of format (paper, fax, electronic), digitizing and normalizing for seamless use by payer clients. Solutions include intelligent data capture, conversion and digitization, mailroom management, comprehensive clearinghouse services and proprietary workflow offerings. SDS’ headquarters are just outside of St. Paul, MN with 300+ employees and leverages dedicated onshore and offshore resources as part of its service delivery model. The company counts over 420 healthcare organizations as clients, including a number of Blues plans, large regional health plans and leading independent TPAs, handling over 500 million transactions of varying types annually with a 98%+ customer retention rate. SDS has also invested meaningfully in automation and machine learning capabilities across its tech-enabled processes to drive scalability and greater internal operating efficiency while also improving client results.

SDS recently partnered with a leading growth-oriented investment firm, Parthenon Capital, to further accelerate expansion and product innovation.

Smart Data Solutions is an equal opportunity employer.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.