Office Services Rep - Mailroom Operations

Office Services Rep - Mailroom Operations

Menomonee Falls, WI, United States (On-site)

Important things YOU should know:

• Onsite position at our Menomonee Falls, WI Office
• Schedule Option 1: 7:30am - 4:00pm Mon - Thurs & Sat (off every Fri)

Schedule Option 2: 7:30am - 4:00pm Mon – Fri & every other Sat (off Fri on weeks working Sat)

What will YOU be doing ?Support internal operations with numerous mail tasks such as preparing, scanning, and routing incoming and outgoing mail accurately and efficiently per client business rules. Coordinate and prioritize mail appropriately and communicate with internal team members regarding status updates. Responsibility to follow department procedures to mitigate risk and to ensure compliance with the Health Insurance Portability and Accountability Act (HIPAA) and protect member personal health information (PHI).

What will YOU be working on?

• Sort and prepare incoming and outgoing mail accurately, efficiently, and in priority order.
• Accurately identify various document types (claims, authorizations, split submissions, and appeals) to ensure efficient and effective mail handling and routing within internal teams to meet key performance goals.
• Prepare documents using correct procedures and validate work is completed accurately and meeting department expectations.
• Accurately identify specific mail scenarios that require special handling per client business rules.
• Scan x-rays accurately and efficiently to meet individual employee performance metrics for quality and speed.
• Utilize preview screen to ensure quality of each x-ray image and route x-rays to appropriate environment.
• Track daily x-ray scan volumes and communicate any scanning errors to leadership for correction.
• Maintain proficiency with incoming mail, outgoing mail, and flatbed scanning guidelines and unique client requirements.
• Work collaboratively with other team members to ensure work is completed in accordance with designated turnaround times and service level agreements.
• Identify x-rays to be returned or shredded by matching barcode sequence and member name to reports.
• Perform careful validation of barcode sequences and member names to ensure PHI is protected and handled properly.
• Prepare outbound mail by promptly and efficiently matching checks to remittances with a high degree of accuracy for reconciliation.

What qualifications do YOU need to have to be a GREAT candidate?

Required Level of Education, Licenses, and/or Certificates

• High school diploma or equivalent.

Required Knowledge, Skills, and Abilities

• Willingness to be flexible in a team environment.
• Experience with MS Office Suite such as MS Excel, Word and Outlook.
• Demonstrated success and ability to multitask, prioritize and focus on task at hand to meet client deadlines.
• Ability to work effectively on individual tasks within a professional diverse team environment.
• Willingness to ensure a high degree of accuracy and attention to detail to meet per client business rules.
• Ability to use standard office equipment such as copiers, scanners, and printers.
• Effective and professional communication skills both verbal and written.

Preferred Level of Experience

• 1+ year(s) of successful demonstrated experience working in an office/clerical setting.
• Previous experience in a mailroom operation.

• Job Identification 3140
• Job Category Clerical
• Posting Date 12/19/2025, 04:28 PM
• Job Schedule Full time
• Locations Menomonee Falls, WI, United States (On-site)