Digital Mail Center Operator

Job Title: Digital Mail Center Operator

Welcome to Aventiv! Please watch this brief video to find out if this is the place you want to be!

Job Purpose: The Digital Mail Center Operator is responsible for the end-to-end digitization of incoming mail, ensuring high-quality imaging, accurate data indexing, and compliance with institutional and legal standards. This role supports operational efficiency through document preparation, scanning, quality control, and training, while maintaining a secure and organized work environment.

Essential Duties:

• Receive, sort, and prepare incoming mail for digitization, including barcode application and account verification.
• Operate high-speed IBML scanners to digitize mail content, ensuring image clarity and accuracy.
• Conduct thorough quality control (QC) checks on scanned documents to meet company standards.
• Commitment to workplace safety and proper use of PPE.
• Index key data into multiple software applications with precision and consistency.
• Print and manage Document Control Sheets for all records.
• Train new and existing employees on DMC operations, including First Scan, QC, and Content Scan procedures.
• Maintain a clean and secure work environment in accordance with Imaging Center guidelines.
• Conduct secondary (final review) quality control checks on scanned batches ready to be queued for transmittal (ensuring all envelope contents are scanned properly while efficiently noting batch error identification for proper batch transmittal).
• Identify and isolate contraband or suspicious items in accordance with facility policies.
• Conduct batch reconciliation related to removals for exceptions with proper contraband type notation while using the assigned reconciliation terminal in the mailroom app.
• Ensure compliance with confidentiality, privacy rights, and federal/institutional regulations.
• Generate and report daily operational metrics to management.
• Collaborating with analysts and leads to improve workflow and service assurance.
• Support production planning and resource allocation to meet deadlines.
• Assist with inventory management and shipment coordination as needed.
• Perform other related duties as assigned or required.

Knowledge, Skills, and Abilities:

• Strong organizational, multitasking, and communication skills.
• Ability to work independently and maintain high attention to detail.
• Understanding of document lifecycle, mailroom operations, and digitization workflows.
• Ability to identify process inefficiencies and contribute to workflow improvements.
• Knowledge of data privacy regulations (e.g., HIPAA, FERPA) and ability to handle sensitive information securely.
• Ability to troubleshoot scanning or indexing issues and escalate appropriately.
• Skilled in prioritizing tasks and managing workload to meet production deadlines.
• Ability to work cooperatively with analysts, leads, and other departments.
• Comfortable working in a fast-paced, evolving environment with changing priorities.
• Basic understanding of inventory tracking and shipment coordination.

Minimum Qualifications:

• High school diploma or GED
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word).

Preferred Qualifications:

• Familiarity with high-speed scanning equipment (e.g., IBML scanners), imaging software, and document management systems.
• Experience training peers in operational tasks.

Physical Requirements:

• Standing, sitting, walking, speaking, listening, bending, reaching, pushing, pulling, lifting, grasping, and manipulating tools, typing, using peripheral computer tools. May be required to lift up to 40 pounds.
• Commitment to workplace safety and proper use of PPE.

Salary and Benefits:

At Aventiv, our salary and benefits are designed to fit you as a whole person. We offer a salary range based on experience and qualifications to ensure your unique contributions are met with our most competitive offer.

• $21.74 - $24.78hr
• Health Insurance
• 401(k)
• Disability
• Life Insurance
• Paid Time Off
• Voluntary Benefits

Aventiv Privacy Policy:

Equal Employment Policy:

Aventiv is proud to be an equal opportunity employer. All decisions regarding recruiting, hiring, promotion, assignment, training, termination and other terms and conditions of employment will be made without regard to race, color, national origin, biological sex, sexual orientation, gender identity, gender expression, gender presentation, religion, age, pregnancy, disability, work-related injury, veteran status, genetic information, marital status, or any other factor that the law protects from employment discrimination. We do not discriminate based on genetic information in accordance with the Genetic Information Nondiscrimination Act.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.