Documents Management Associate 1: Mail Processing Clerk

5 months ago

Pensacola, United States CHCS Services, Inc Full time

At CHCS Services, we are committed to providing innovative healthcare solutions while fostering a supportive and inclusive work environment for our employees. By investing in our employees' well-being and professional development, we can succeed together as a team. Thank you for considering CHCS Services for your employment opportunities.

Job Summary 

This position is responsible for processing all inbound and outbound mail as per client requirements.  It is an entry-level position.  This is an in-person office position. 

Responsibilities 

  • Responsible for the pick-up and delivery of incoming and outgoing mail 
  • Ensure incoming mail is sorted, prepped, scanned, logged, indexed where applicable, routed correctly as related to the imaging process, and stored as per client retention.
  • Receive and scan all incoming accountable mail/packages into the inbound tracking system.
  • Complete daily runs by delivering incoming/interoffice mail/packages to the appropriate Business Units at scheduled shifts.
  • Track and provide the status of incoming/outgoing accountable mail as requested. 
  • Process inserter production daily requests for outgoing mail and check for accuracy.
  • Use the correct company code to apply proper postage on all outgoing mail for FedEx and USPS.
  • Perform periodic preventive maintenance on Mailroom equipment such as scanners, printers, vans, etc. 
  • Print and reconcile the daily outbound files for mailing.
  • Maintain production standards to ensure proper completion of daily work within established service level agreements.
  • Conduct thorough document research as requested.
  • Ensure that all Client and Department records are stored and mapped in a well-organized manner.
  • Complete all other assigned duties.
  • Complete all Department and Compliance training as required.

 Qualifications 

  • Valid Florida Driver’s License with a clean driving record
  • Respectful and good communication skills
  • Basic understanding of operating instructions and processes for machines 
  • Basic understanding of or the ability to learn locations and organizational structure of the company.
  • Basic understanding of postage rates and regulations 
  • Ability to correctly sort and distribute large amounts of mail.
  • Ability to understand and follow written and oral instructions.
  • Ability to complete projects promptly.
  • Ability to operate machinery such as scanners, photocopiers, meter machines, and inserter machines.
  • Excellent organizational skills and close attention to detail.
  • Excellent interpersonal and customer service skills
  • Excellent time management skills
  • Must be able to work at a fast pace.
  • Flexible and willing to cross-train.
  • Report to work on time.
  • Ability to process mail accurately via scanner.
  • Ability to follow Company Policies
  • Able to read, understand, and follow procedures within the Mailroom SOPs
  • Ability to operate a computer.
  • Ability to follow directives as instructed.

Education -Experience 

  • High school diploma or equivalent required
  • Experience in a related type of work preferred.
  • Experience operating computer programs, Windows, email, and communication programs.
  • Experience with Microsoft:  Excel, Word, Teams.
  • Experience in Document scanning and filing. 

Language Skills: The candidate must be able to read and interpret documents such as policies and operating and procedural manuals and speak effectively to other organization employees.   

Competencies:  Critical Thinking; Work Standards; Decision-Making; Communication; Interpersonal Skills; Integrity/Honesty and Adaptability/Flexibility  

Reasoning Ability:  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; Ability to deal with problems involving several concrete variables in standardized situations.  

 Standard Company Requirements: 

  • Collaborative team spirit.
  • Accountable and able to work independently.
  • Able to pass background screening and drug tests pre and post-hire – includes THC
  • Verification of high school, GED, or college diploma upon request.
  • Timely responses from three professional references. 
  • Able to provide ongoing access to a smartphone for Multi-Factor Authentication and communication purposes.

Work Environment  

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Physical Requirements: 

  • Must be able to lift up to 20-30 pounds at times. 
  • Must be able to operate a van to pick up mail.
  • Must be able to lift full files, copy paper, and/or envelope boxes.
  • Must be able to traverse the office to collect and distribute mail.

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