Job Summary:
The Document Workflow & Mailing Operations Specialist is a key operational role responsible for coordinating daily and scheduled print and mailing production processes that support CareCloud’s revenue cycle and client communication functions. This role prepares, validates, and reconciles data and document outputs; oversees workflow progress against established SLAs; and ensures all activities meet required quality, security, and postal standards (e.g., HIPAA, USPS).
The ideal candidate has hands‑on experience with print and mailing workflows, strong Excel skills, foundational SQL knowledge, and exceptional attention to detail in a fast‑paced, deadline‑driven environment.
Essential Duties and Responsibilities:
- Workflow Coordination: Execute daily, weekly, monthly, and adhoc print/mailing workflows in alignment with production schedules and SLAs.
- File Preparation & Validation: Prepare, validate, and process print/mailing files (CSV/TXT/XML/PDF) and verify structure, counts, and completeness prior to release.
- Data Reconciliation: Compare source data to printed/mailed output and manifests; document variances, drive timely resolution, and confirm final totals.
- Cross Functional Coordination: Partner with internal teams (IT, Billing, Client Services) and external print/mailing vendors to ensure on time, errorfree delivery.
- Monitoring & Escalation: Track progress, maintain status reports, and promptly escalate risks that could impact timelines, accuracy, compliance, or client deliverables.
- Documentation & Audit: Maintain production logs, SOPs, QA checklists, and audit trails for all print/mailing activities.
- Issue Resolution: Support troubleshooting, root cause analysis, and remediation of file or workflow discrepancies; recommend improvements to reduce manual steps and defects.
- Compliance & Quality: Adhere to HIPAA, information security practices, internal quality standards, and USPS/mailing requirements.
- Cross Training & Coverage: Provide periodic coverage for defined mailroom tasks (e.g., print staging, insertion/meter checks, manifest verification) during allhands or peak volumes, following documented SOPs.
Required Knowledge, Skills and Abilities:
- Excel proficiency (e.g., VLOOKUP/XLOOKUP, pivot tables, filters, data validation) for workflow and reconciliation tasks.
- Experience with data validation/reconciliation and file based document workflows.
- Foundational SQL for basic queries/lookups (preferred).
- Experience using ticketing/workflow tools (e.g., JIRA, and similar).
- High accuracy and attention to detail in high volume, deadline driven work.
- Strong problem solving, organization, and prioritization across recurring cycles.
- Clear written and verbal communication, including concise status/risk updates to leadership.
- Familiarity with SLA/quality controlled operations and regulated environments.
Education and Experience:
- Bachelor’s degree preferred; equivalent experience considered.
- 2+ years in printing/mailing operations, document workflow, revenue cycle operations, data processing, or similar production‑support environments.
- Experience in healthcare, financial services, insurance, billing, or print fulfillment preferred.
- Experience managing SLAdriven operational workflows strongly preferred.
- Demonstrated success working within SLAdriven workflows.
Supervisory Responsibilities: N/A
Work Location: Somerset, NJ, Monday–Friday, 10:00 AM – 6:00 PM.
Compensation: Hourly Rate: $21.50 – $24.00 per hour
