Job Description:
Position Summary:
The Mail Intake and Document Processing Coordinator is responsible for receiving, sorting, scanning, indexing, and electronically filing incoming mail and documents. This position reviews documents for urgency and accuracy, enters relevant information into a tracking or workflow management system, and routes items appropriately for processing and assignment. The role requires strong organizational skills, attention to detail, confidentiality, and the ability to manage high-volume workflows efficiently.
Key Responsibilities:
- Receive and sort incoming mail, correspondence, and documents.
- Open, date stamp, and prepare mail for processing and scanning.
- Scan paper documents into electronic document management systems.
- Organize and file scanned documents into appropriate electronic folders according to established procedures.
- Review documents to identify urgent, time-sensitive, or priority items and escalate as necessary.
- Enter document and case information accurately into tracking, workflow, or case management systems.
- Assign or route work items electronically to appropriate staff for action.
- Maintain accuracy and completeness of electronic records and files.
- Ensure confidentiality and security of sensitive or protected information.
- Monitor mail and document queues to support timely processing standards.
- Resolve basic issues related to document quality, indexing, or system entry.
- Communicate with staff regarding missing information, urgent matters, or workflow questions.
- Follow established policies, procedures, and retention requirements.
- Assist with audits, reporting, and quality control reviews as needed.
- Other tasks as assigned.
Required Qualifications:
- High school diploma or equivalent.
- Experience in administrative support, mail processing, records management, or document scanning preferred.
- Proficiency with Microsoft Office and electronic document management systems.
- Strong data entry skills with high attention to accuracy and detail.
- Ability to prioritize tasks and recognize urgent or sensitive matters.
- Strong organizational and time management skills.
- Ability to handle confidential information appropriately.
- Effective written and verbal communication skills.
- Ability to work independently and in a team environment.
Preferred Qualifications:
- Experience using workflow, records management, or case management systems.
- Knowledge of document imaging and electronic filing procedures.
- Experience working in a high-volume processing environment.
Core Competencies:
- Attention to Detail
- Organization and File Management
- Time Management
- Confidentiality
- Customer Service
- Problem Solving
- Reliability and Accountability
Working Conditions:
- Primarily office-based work environment.
- Frequent use of computers, scanners, and office equipment.
- May require lifting and moving boxes or trays of mail and files.
