Mail Room Specialist

Mail Room Specialist I

EMS Management & Consultants, Inc.

Mail Room Specialist I is responsible for processing incoming and outgoing mail, including sorting and scanning client payments and correspondence. The role reconciles physical payments received on behalf of clients, prepares deposits, and delivers client‑specific deliverables in compliance with company standards and regulations.

• Open, sort, and distribute incoming mail, including payments, denials, and correspondence.
• Obtain payments and correspondence from various sources; scan into software program.
• Prepare payments for deposit into client bank accounts, including electronic transfer, in a timely and accurate manner.
• Identify check and payor errors and address with appropriate internal and external personnel.
• File checks, explanations of benefits, and other misc. correspondence in a secure manner until ready for mailing.
• Prepare and sign off on daily courier chain of custody for deposit accuracy and secure transfer of deposits.
• Prepare weekly client deliverables ensuring accuracy, timeliness, and completeness and reconciliation of payments.
• Conduct all job tasks in accordance with company compliance policies and applicable government regulations.
• Support and demonstrate the company mission and values.

• High School Diploma.
• Strong sense of confidentiality and professionalism regarding financial information and PHI.
• Flexibility to work extended hours as required.
• Strong interpersonal skills and ability to maintain composure in a fast‑paced, high‑pressured environment.
• Ability to learn, understand, and work within specific client requirements.
• Highly organized and multi‑tasking, with ability to manage time and prioritize work.
• Good communication and critical thinking skills.
• Ability to function well within a cross‑functional team setting and independently.
• Willingness and ability to adapt to changes in work environment, procedures, priorities, and job duties.

• Prior experience in payment handling, mailroom, lockbox procedures, reconciliation, scanning/imaging, or data entry.
• Knowledge of HIPAA requirements and regulations.
• Working knowledge of Excel and Adobe Acrobat.

Pay: $17.00/hour. Individuals in this role are eligible to participate in a discretionary bonus plan and a comprehensive benefit package, including a retirement plan, health coverage, and paid time off.

• General office environment.
• Typing, sitting, standing, walking, some light lifting.
• Use of basic office equipment such as computer, fax, printer, copier, telephone, and scanner.
• Some use of postage machine.
• Sometimes required to work long hours and weekends without advanced notice.