About The Position
The Mailroom & Payment Processing Assistant Manager plays a critical role in supporting the Mailroom Manager by overseeing daily mailroom operations and payment check processing within our record retrieval workflow. This position ensures timely and accurate handling of sensitive documents and financial transactions while maintaining compliance with regulatory standards (including HIPAA). The Assistant Manager leads and mentors a team of associates, drives process improvements, and collaborates with internal departments to achieve operational excellence. Strong leadership, attention to detail, and the ability to manage multiple priorities in a fast-paced environment are essential for success in this role. Bachelor's degree or relevant experience is preferred. Minimum of 2 years of experience in a Team Leader/Supervisor Role, preferably in a similar operational setting. - Experience with mail room operations and payment processing is highly desirable.
Requirements
- Minimum of 2 years of experience in a Team Leader/Supervisor Role, preferably in a similar operational setting.
- Strong leadership
- Attention to detail
- Ability to manage multiple priorities in a fast-paced environment
Nice To Haves
- Bachelor's degree or relevant experience
- Experience with mail room operations and payment processing is highly desirable.
Responsibilities
- Supervise daily mailroom activities, including receipt, sorting, and distribution of correspondence and packages.
- Ensure all mail and documents are processed accurately and on time to meet internal and client deadlines.
- Monitor and balance postal and express accounts, ensuring charges are correctly posted.
- Collaborate with Finance to ensure timely and accurate payment processing.
- Develop and maintain SOPs for payment checks processing.
- Identify opportunities for process improvements and implement best practices to enhance productivity.
- Develop and implement best practices to streamline workflows and enhance productivity.
- Enforce procedures for handling sensitive and confidential information in compliance with HIPAA and other regulations.
- Maintain accurate records and logs of mail transactions using tracking software.
- Assist with audits and compliance activities, ensuring proper filing and retrieval of documents.
- Train and mentor junior mailroom staff and other support personnel, fostering a collaborative and productive work environment.
- Assist in the development and implementation of standard operating procedures to improve efficiency and maintain high service standards.
- Monitor staff performance and provide feedback to the Mailroom Manager.
- Supervise, mentor, and develop team members in the Mail Room and Payment Checks Processing departments.
- Conduct regular performance evaluations and provide constructive feedback.
- Foster a positive and productive work environment, promoting teamwork and professional growth.
- Coordinate with internal departments, postal services (USPS), and courier vendors (FedEx, UPS, etc.) to ensure reliable and cost-effective service.
- Manage inventory of mailroom and office supplies, ensuring availability and cost-effectiveness.
- Oversee the proper maintenance and operation of mailroom equipment such as postage meters, scanners, and copiers, coordinating repairs as needed.
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What This Job Offers
Job Type
Full-time
Career Level
Manager
Number of Employees
5,001-10,000 employees
