Mailroom and Document Associate

Summary
This position provides operational support in a high-volume mailroom and document processing environment. Responsibilities include preparing mail for scanning, operating high-volume scanning, copying, and mail processing equipment, handling incoming and outgoing mail, and performing shipping and receiving tasks. The role involves repetitive work and requires attention to detail while handling sensitive Personal Health Information (PHI).

Key Job Duties & Responsibilities

• Prepare, sort, and process mail for high-volume document scanning

• Operate high-volume scanners, copiers, and mail processing equipment

• Perform binding, finishing, and quality control checks on completed jobs

• Operate image handling software, MS Office applications, and email systems

• Ensure convenience copiers are operational through daily inspections

• Clear paper jams and report equipment issues to technicians

• Maintain supply inventories and assist with management reports

• Distribute mail, faxes, and office supplies to designated departments

• Calculate job charges and maintain basic billing logs

• Respond to and coordinate customer service and service calls

• Perform filing, archiving, and document purging as required

• Deliver completed jobs to designated locations within or outside the site

• Maintain daily meter readings and service logs

• Ensure copier and mailroom areas are clean, organized, and well stocked

• Perform shipping and receiving duties, including shrink-wrapping and labeling

• Use bindery and finishing equipment such as cutters, joggers, staplers, and postage meters

• Answer customer inquiries regarding job status and feasibility

• Perform other duties as assigned

Physical & Work Environment Requirements

• Repetitive mail preparation and scanning throughout the workday

• Standing, walking, bending, and reaching for extended periods

• Lifting mail trays and buckets up to 20 lbs (occasionally higher per policy)

• Office and mailroom environment with normal lighting and noise levels

• Possible walking between buildings

• Handling confidential and sensitive information (PHI)

Qualifications

Education & Experience

• High school diploma, GED, or equivalent work experience required

• Previous mailroom, scanning, or copy center experience preferred

• Scanning experience is a strong plus

Skills & Abilities

• Basic computer proficiency (MS Office Suite, email systems)

• Technical aptitude with copiers, scanners, postage meters, and office equipment

• Strong attention to detail and organizational skills

• Good customer service and communication skills

• Ability to follow detailed procedures and handle repetitive tasks