Mailroom Manager

Maximus

7d•$72,700 - $90,000•Onsite

About The Position

The Mailroom Manager is a leadership position within the Cover Virginia operation, overseeing the central mailroom that supports the Virginia Medicaid program. The role provides day-to-day operational leadership for mail receipt and distribution, data entry, scanning, document preparation, and indexing. The Manager leads and develops frontline employees and supervisory staff, evaluates workflows and technology, and identifies opportunities to improve efficiency, accuracy, quality, and automation. The position requires daily onsite attendance in Richmond, Virginia; limited hybrid work may be permitted based on business needs and leadership approval.

Requirements

Bachelor's degree in a relevant field and at least 5 years of relevant professional experience, or an equivalent combination of education and experience.
Demonstrated experience managing large, high-volume operational teams, preferably in mailroom, document processing, data entry, indexing, healthcare, government, or similar production environments.
Strong people-management skills, including the ability to coach, develop, and hold leaders and employees accountable for performance.
Strong critical-thinking, decision-making, organizational, and problem-solving capabilities.
Experience evaluating operational workflows and implementing process improvements, technology enhancements, or automation.
Ability to lead effectively across multiple teams and organizational levels.
Ability to work in an environment requiring strict adherence to security, confidentiality, quality, and service-level requirements.
Must live in Richmond, Virginia.
Must be willing and able to work onsite in the Richmond, Virginia office.
Daily onsite attendance is required due to the operational nature of the position.

Nice To Haves

Experience leading a team of 50 or more employees.

Responsibilities

Coordinate communications between staff, the Director, and the Project Management team.
Manage and coordinate vendors and mailhouse functions.
Manage printing, distribution, and redesign of marketing and program materials, reminder notices, and state program correspondence.
Review recordkeeping, security, confidentiality, and document-handling practices to ensure procedures are followed and records are accurate and complete.
Maintain controls for handling and protecting Medicaid member information and confidential documentation.
Provide document control for mail, project correspondence, and State/client correspondence.
Respond to incoming and outgoing mailing needs of central processing facility operations.
Maintain the corporate memoranda book, project administrative manual, and required project documentation, administrative materials, and operational procedures.
Coordinate vendor invoices with the Finance department and ensure appropriate approvals are obtained.
Oversee central mailroom operations, including mail processing, data entry, scanning, document preparation, and indexing.
Lead, coach, develop, and manage a large workforce, including frontline employees and supervisory staff.
Coordinate across teams and organizational levels to align mailroom operations with operational and contractual objectives.
Monitor daily production, workload, quality, staffing, and operational performance to meet service levels and contractual requirements.
Inspect and evaluate end-to-end processes and workflows to identify inefficiencies, operational gaps, and improvement opportunities.
Manage and assess mailroom technology and systems, identifying opportunities for enhancements, automation, and modernization.
Partner with leadership and technology teams to scope and implement automation and operational improvements.
Develop and maintain standard operating procedures, performance expectations, and operational controls for mailroom functions.
Identify operational risks, escalate issues appropriately, and develop solutions to minimize service disruption.

Benefits

Competitive compensation and annual performance-based bonuses.
Medical, dental, vision, and prescription insurance plans, plus a partially funded HSA.
Life insurance and discounts on auto, home, renter's, and pet insurance.
401(k) retirement savings plan with company matching.
Paid time off, holidays, and sick leave.
Short- and long-term disability coverage.
Employee Assistance Program resources for physical, emotional, and financial wellness.
Employee recognition platform.
Tuition reimbursement.
Employee perks and discounts.
Wellness programs and resources.
Professional development opportunities, including training programs, workshops, and conferences.