Mail Room Supervisor

Where compassion meets innovation and technology and our employees are family.

This position is 100% onsite.

Schedule: Monday-Friday 8:00am-5:00pm

General Purpose of Job:

This position manages the day-to-day operations of the Driscoll Health Plan Mailroom and its Staff.

Essential Duties and Responsibilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is not intended to be all-inclusive; employees will perform other reasonably related business duties as assigned by the Director and/or Health Plan administration as required.

General Duties:

• Maintains utmost level of confidentiality at all times.
• Adheres to Health System and Health Plan policies and procedures.
• Demonstrates business practices and personal actions that are ethical and adhere to corporate compliance and integrity guidelines.
• Tracks and gathers data and other necessary information for preparing various reports in support of mailroom functions.  
• Performs other duties as assigned.

Mailroom Duties

As directed performs administrative duties in support of the day-to-day operations of the Mailroom that include, but not limited to:

• Ensures that Mailroom operations are streamlined and cost effective.
• Ensures all mailings of member letters are in compliance with contractual requirements (HHSC/TDI).
• Safeguards all member personal health information (PHI) in the performance of the mailroom duties to ensure that no PHI breach occurs. 
• Responsible for working with departments to build out material/letter mailing workflows
• Responsible for coordinating the build of letters and enclosures within the Quadient mailroom software program.
• Responsible for all returned mail and documentation with the Epic Tapestry system.
• Responsible for reconciliation and management of invoices, letter prints and mailroom supplies. 
• Work directly with vendors to ensure adequate number of supplies are on hand.
• Maintain oversight of Mailroom equipment and software contracts.
• Maintain oversight of all new mailing projects and ad hoc project requests.
• Responsible for providing letters and enclosures during HHSC and TDI audits.
• Problem solves issues that may arise in the day-to-day operations of the mailroom to ensure that productivity is not impacted.  
• Responsible for ensuring that all organizational mail is received and delivered as quickly as possible.
• Responsible for ensuring that outgoing mail is properly sealed, posted and transferred to the U.S. Postal Service or other delivery service timely.  This includes preparation of bulk mail for mailing.
• Ensures that all registered mail and incoming packages are receipted and accounted for daily.
• Assists in maintaining accounts dealing with postal permits, fees and records of postal charges.
• Responsible for assisting with the development of the budget.
• Assists with member materials inventory to ensure that adequate inventory is on hand for member mailings.
• Ensure that appeals, refund checks, returned checks and returned EOBs are handled according to established workflow and are processed timely. 

Supervisory Responsibilities: 

• Responsible for the supervision and mentoring of the Mailroom staff. 
• Responsible for ensuring that all monthly, quarterly and annual deliverables are met.
• Responsible for ensuring that the Mailroom staff is educated on the standard operating procedures of the mailroom and operation of all equipment.
• Effectively administers performance management system including: developmental feedback, goal setting, assesses competency and progressive discipline.
• Strong knowledge of and effective in administering Health System and Health Plan policies and procedures.
• Responsible for sound management of human resources.
• Makes and implements decisions compatible with organizational goals.
• Maintains composure, effectiveness, and flexibility under pressure.

Education and/or Experience:

• Two year degree or Associate’s degree; or two years related experience and/or training; or equivalent combination of education and experience. 
• An understanding of workflow-based logic and the ability to both understand a business process from a workflow diagram, and to illustrate a written process description as a workflow diagram.
• Must have previous experience in a supervisory role.
• Must have strong interpersonal skills to foster optimal relationships.
• Should be detail oriented and efficient.
• A high level of demonstrated experience computer skills is required to include, but not limited to:  Microsoft applications (Word, Excel, Access, Power Point) and other database skills etc.
• Experience in working with Mailroom software systems is preferred.