Mail Operations Coordinator

American Foreign Service Protective Association • Washington, DC

4d • $44,000 - $50,000 • Hybrid

About The Position

Responsible for the centralized intake, processing, scanning, and routing of all incoming and outgoing mail at AFSPA, including claims-scanning to Aetna. Ensures timely, accurate, and secure handling of PHI-sensitive materials, maintains mailroom operations and inventory, and supports efficient document management across the organization.

Requirements

• High school diploma or general education degree (GED) required, with a minimum of one year of related experience in mail operations, document intake/scanning, and records management within a structured or process-driven environment.
• Accuracy and attention to detail when handling high-volume documents
• Proficiency with scanning equipment and document management software
• Ability to follow established processes and securely handle sensitive or confidential materials, e.g., PHI
• Strong organizational skills and the ability to meet processing timelines consistently

Nice To Haves

• Experience in a structured administrative or operations–focused environment is strongly preferred. An equivalent combination of education, training, and experience that demonstrates the ability to perform the role's essential functions will also be considered.

Responsibilities

• Serve as primary point of intake for all incoming physical mail and packages from USPS, FedEx, UPS, DHL, State Department couriers, and other delivery services; receive, open, sort, log, and prepare materials for scanning and distribution
• Scan all incoming claims, including certified mail, to SharePoint for submission to Aetna in alignment with established processing timelines and quality standards
• Scan and upload all incoming correspondence to designated locations
• Triage and route scanned materials to appropriate departments, escalating priority or time-sensitive items to the Supervisor.
• Manage outgoing mail and packages, including metering mail and coordinating courier pickups
• Distribute physical packages and follow up on unclaimed deliveries as necessary
• Ensure proper handling of claims-related and PHI-sensitive documents in accordance with established confidentiality and document retention policy
• Track, monitor, and report trends and/or delays in document processing to the supervisor. Serve as liaison with internal departments to confirm receipt and proper handling of critical items
• Monitor and manage mailroom and operational supply inventory
• Maintain accurate and up-to-date records within the inventory management system, Sortly
• Coordinate inventory replenishment needs and prepare inventory-related reports
• Maintain organization, cleanliness, and secure document control within the mailroom environment
• Prepare and submit required mail tracking reports
• Troubleshoot and maintain scanning and document management equipment to minimize workflow disruptions
• Recommend process improvements to enhance mailroom efficiency, accuracy, and security
• Perform other duties as assigned

Benefits

• AFSPA offers an excellent benefits package, including up to 13 vacation days, 13 sick days, and 2 personal days annually, as well as 10 paid federal holidays.
• All full-time employees are eligible for health, dental, and vision insurance (single and family) and life insurance starting the month following their start date.
• A generous 401(k) plan with employer match is also available after one year of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees