Scanning Lead / Mailroom Operations Lead

Position Summary:

The Scanning Lead / Mailroom Operations Lead is responsible for overseeing daily document imaging, scanning, mail processing, and records management operations. This position ensures high-quality digitization of physical documents, efficient mail distribution, compliance with organizational policies and postal regulations, and effective supervision of scanning and mailroom personnel.

The ideal candidate will have experience leading document processing teams, managing high-volume scanning operations, maintaining quality standards, and coordinating incoming and outgoing mail services. Experience with OpenText Intelligent/Intelligence Scanning solutions is highly preferred.

Key Responsibilities:

Scanning and Document Imaging Operations

• Lead and supervise daily scanning and document imaging activities.
• Assign work and monitor productivity of scanning staff.
• Ensure all physical documents are properly prepared prior to scanning, including:
  • Removal of staples, paper clips, and bindings.
  • Sorting and organizing documents.
  • Identifying damaged or irregular documents.
  • Document classification and batching.
• Perform quality control reviews of scanned images to ensure:
  • Completeness
  • Accuracy
  • Legibility
  • Proper indexing
• Troubleshoot scanning issues and coordinate corrective actions.
• Maintain established service-level agreements (SLAs) and production targets.
• Utilize OpenText Intelligent Scanning software and related document management systems.
• Maintain confidentiality and security of sensitive records and information.

Mailroom Operations:

• Manage all incoming and outgoing mail processes.
• Receive, sort, log, and distribute mail and packages.
• Prepare outgoing mail for shipment through USPS, FedEx, UPS, and other carriers.
• Calculate postage and ensure proper mail classification and routing.
• Track mail deliveries and shipments.
• Resolve mail delivery issues and escalations.
• Ensure compliance with USPS regulations and internal mail handling procedures.
• Coordinate courier services and special deliveries when required.

Team Leadership:

• Provide day-to-day supervision and guidance to scanning and mailroom staff.
• Train employees on scanning procedures, mail handling practices, quality standards, and safety requirements.
• Monitor staff performance and productivity.
• Assist with onboarding and cross-training activities.
• Foster a collaborative and customer-focused work environment.
• Support workforce scheduling and workload balancing.

Equipment and Inventory Management:

• Monitor and maintain scanning equipment, printers, postage meters, and mailroom machinery.
• Coordinate preventive maintenance and repairs.
• Maintain adequate inventory of:
  • Scanning supplies
  • Mailroom supplies
  • Postage materials
  • Labels and packaging materials
• Report equipment issues and recommend process improvements.

Compliance and Quality Assurance:

• Ensure adherence to records management policies and procedures.
• Maintain document retention and information security standards.
• Conduct scanning quality audits and mail operation reviews.
• Support compliance with organizational, contractual, and regulatory requirements.
• Implement continuous process improvement initiatives.

Required Qualifications:

Education

• High School Diploma or GED required.

Experience:

• Minimum 3 years of document scanning, imaging, records management, or document processing experience.
• Minimum 1 year of supervisory, lead, or team leadership experience.
• Experience operating high-volume scanning equipment.
• Experience managing mailroom operations and mail distribution processes.
• Experience handling confidential and sensitive information.

Technical Skills:

• Experience with document management and imaging systems.
• Knowledge of OpenText Intelligent/Intelligence Scanning software preferred.
• Proficiency with Microsoft Office Suite:
  • Outlook
  • Word
  • Excel
  • Teams
• Ability to generate reports and track operational metrics.

Preferred Qualifications:

• OpenText certification or training.
• AIIM Certified Information Professional (CIP).
• ARMA Information Governance Professional (IGP).
• Lean Six Sigma Yellow Belt or Green Belt.
• Mailroom or postal operations certification.
• Experience supporting government, healthcare, legal, or financial records environments.

Required Knowledge and Skills:

• Document scanning and imaging best practices.
• Records management principles.
• Quality assurance and quality control procedures.
• USPS regulations and mail processing standards.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Attention to detail and data accuracy.
• Problem-solving and analytical skills.
• Ability to work in a fast-paced production environment.

Physical Requirements:

• Ability to lift and move packages and boxes up to 40 pounds.
• Ability to stand, walk, bend, and perform repetitive tasks throughout the workday.
• Ability to operate scanning, copying, and mail processing equipment.
• Ability to work in a production and mailroom environment.

Desired Candidate Profile:

The ideal candidate is a hands-on operations leader with experience managing document scanning teams and mailroom functions. They possess strong quality-control skills, understand document lifecycle management, have experience with OpenText scanning solutions, and can ensure timely, accurate processing of both physical and digital information while leading staff effectively.

ATD Technology, LLC is a certified minority woman owned business that creates opportunities to match qualified individuals with client programs while meeting all parties' financial and technical goals. ATD is a full service provider with offerings in Contract, Permanent and Temp-to-Perm staffing solutions. We serve Fortune 1000, mid cap and small cap companies in the Commercial, Public and Government sectors.