Mailroom Manager

Essential Duties and Responsibilities

- Coordinate communications between staff, Director, and Project Management team.

- Manage and coordinate vendors and mailhouse functions.

- Manage printing, distribution, and redesign of all marketing, program materials, reminder and state program letters.

- Conduct reviews to ensure that record keeping, security, and confidentiality procedures are followed and that records and files are accurate and complete.

- Provide document control of mail, project and State correspondence.

- Respond to incoming/outgoing mailing needs of the central processing facility operations.

- Maintain corporate memoranda book and project administrative manual.

- Coordinate vendor invoices with finance department and ensure proper approvals are obtained.

- Provide operational oversight of the central mailroom supporting the Virginia Medicaid program, including mail processing, data entry, scanning, document preparation, and indexing functions.
- Lead, coach, develop, and manage a large operational workforce, including frontline employees and supervisory staff.

Effectively manage up, down, and across multiple teams within the mailroom operation to ensure alignment with operational and contractual objectives.

- Demonstrate strong leadership, sound judgment, and critical-thinking and problem solving skills in a high-volume production environment.

- Monitor daily production, workload, quality, staffing, and operational performance to ensure established service levels and contractual requirements are achieved.

- Inspect and evaluate end-to-end processes and workflows to identify inefficiencies, operational gaps, and opportunities for continuous improvement.

- Manage and regularly assess mailroom technology and systems, identifying opportunities for enhancements, automation, and process modernization.

- Partner with leadership and technology teams to scope and implement automation and operational improvements where appropriate.

- Manage printing, distribution, and redesign of program materials, reminder notices, and state program correspondence.

- Conduct reviews to ensure recordkeeping, security, confidentiality, and document-handling procedures are followed, and records are accurate and complete.

Maintain appropriate controls for the handling and protection of Medicaid member information and confidential documentation.

- Provide document control for mail, project correspondence, and State/client correspondence.

- Responding to incoming and outgoing mailing needs of central processing facility operations.

- Maintain required project documentation, administrative materials, and operational procedures.

- Coordinate vendor invoices with the Finance department and ensure appropriate approvals are obtained.

- Develop and maintain standard operating procedures, performance expectations, and operational controls for mailroom functions.

- Identify operational risks and escalate issues appropriately while developing s...