Mail Processing Specialist

Job Description

Job Description

Mail Processing Specialist

ABOUT THE ROLE

The Mail Processing Specialist supports the company’s legal record-retrieval operations by 

processing incoming physical and electronic correspondence accurately, securely, and efficiently.

This position handles a variety of materials, including records, invoices, deficiencies, claimant 

documents, imaging files, emails, faxes, secure portal downloads, CDs, and USB drives. The 

specialist is responsible for reviewing documents, matching them to the correct request, saving and 

naming files properly, documenting all actions, and routing materials to the appropriate department.

Because this role involves protected health information, confidential legal documentation, and time sensitive requests, the Mail Processing Specialist must demonstrate strong attention to detail, 

sound judgment, confidentiality, and consistent compliance with company procedures.

BENEFITS

Full benefits package including health, vision, dental, retirement plan, and paid time off

KEY RESPONSIBILITIES

Mail & Document Processing

• Receive, review, sort, scan, download, rename, convert, upload, and route incoming physical 

and electronic documents.

• Process records, invoices, deficiencies, claimant documents, imaging files, emails, faxes, 

portal downloads, CDs, USB drives, and compressed files.

• Match materials to the correct request, patient, facility, and firm.

• Confirm that files are complete, readable, properly oriented, accurately named, and saved in 

the correct location.

Documentation & Follow-Up

• Create accurate database notes documenting completed work, request status, file locations, 

passwords, page counts, concerns, and next steps.

• Create follow-up tasks, concern tasks, re-verification requests, and escalations when needed.

• Contact healthcare facilities or other authorized parties for missing information, passwords, or 

clarification.

• Promptly report incomplete, incorrect, damaged, unreadable, or improperly delivered 

materials.

File Delivery & Mailroom Support

• Retrieve and move mail totes throughout the department and between designated office 

areas.

• Scan paper documents and prepare materials for electronic processing.

• Deliver records, checks, correspondence, and other materials to the appropriate 

departments.

• Carry confidential shred materials across the building to the designated secure disposal area.

• Lift, move, place, and remove mail totes, files, document containers, and boxes from shelves.

• Prepare CDs and USB drives for shipment, including backups, labels, envelopes, and 

tracking documentation.

• Maintain an organized, secure, and functional mail-processing workspace

Communication & Workload Management

• Communicate assignments, workload status, rush requests, processing concerns, and 

incomplete work through Microsoft Teams and other approved systems.

• Coordinate with Retrieval, Follow-Up, Accounting, Fulfillment, Quality Assurance, and other 

departments.

• Complete daily production reports, workload counts, and end-of-day documentation 

accurately and on time.

• Manage changing priorities while maintaining reliable attendance and timely completion of 

assigned work.

Compliance & Performance

• Identify opportunities to improve the firm experience, communication flow, and internal 

coordination.

• Follow all written procedures, departmental instructions, security requirements, and 

supervisory directions.

• Maintain established standards for accuracy, productivity, documentation, and turnaround 

time.

• Protect medical records, protected health information, and sensitive legal documentation.

• Follow HIPAA, privacy, information-security, and document-retention requirements.

• Participate in required training and report privacy concerns, security incidents, processing 

errors, or compliance issues immediatel

QUALIFICATIONS & SKILLS

Required

• High school diploma or GED equivalent.

• Strong computer, keyboarding, data-entry, and document-review skills.

• Strong attention to detail, organization, communication, and follow-through.

• Ability to follow written procedures, maintain accurate records, manage changing priorities, 

and work independently.

• Ability to maintain confidentiality when handling protected health information and sensitive 

legal documents.

• Ability to sit, stand, walk, bend, reach, and perform repetitive typing, scanning, sorting, and 

document-handling tasks throughout the workday.

• Demonstrated ability to manage multiple priorities in a fast-paced environment.

• Strong problem-solving and critical thinking skills with a solutions-oriented mindset

• Ability to collaborate effectively across multiple departments and with different levels of 

leadership.

• Proficiency in Microsoft Office Suite and general business communication tools.

• Ability to lift, carry, push, or pull mail totes, files, shred materials, and boxes weighing up to 30 

pounds, including safely placing materials on and removing them from shelves.

• Reliable attendance, professionalism, and a strong sense of accountability.

Preferred

• Experience in medical retrieval, healthcare support services, legal support services, or 

another service-based environment.

• Experience in administrative support, records management, document processing, data 

entry, healthcare, legal support, or mailroom operations.

• Familiarity with HIPAA, secure file-sharing platforms, or medical-record retrieval