Description & Requirements
The Mailroom Manager is a critical leadership position within the Cover Virginia operation, overseeing the central mailroom supporting the Virginia Medicaid program. This position is responsible for the effective management of mailroom operations, including document receipt and distribution, data entry, scanning, and indexing functions. The Manager will provide day-to-day operational leadership, develop staff, evaluate workflows and technology, and identify opportunities to improve efficiency, accuracy, quality, and automation across the mailroom operation. The work for this position is performed onsite.
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 solutions to minimize service disruption.
- Daily on-site attendance is required due to the operational nature of the position. Limited hybrid work may be permitted based on business needs and leadership approval.
Minimum Requirements
- Bachelor's degree in relevant field of study and 5+ years of relevant professional experience required, or equivalent combination of education and experience.
- Demonstrated experience managing large, high-volume operational teams, preferably within mailroom, document processing, data entry, indexing, healthcare, government, or similar production environments.
- Strong people-management experience with demonstrated ability to coach, develop, and hold leaders and employees accountable for performance.
- Strong critical-thinking, decision-making, organizational, and problem-solving capabilities.
- Experience evaluating operational workflows and implementing process improvements, technology enhancements, or automation.
- Ability to lead effectively across multiple teams and organizational levels.
- Ability to work in an environment requiring strict adherence to security, confidentiality, quality, and service-level requirements.
- Must live in Richmond, Virginia.
- Must be willing and able to work onsite in Richmond, VA office.
- Experience leading a team of 50 or more employees preferred.
Minimum Salary
$
72,700.00
Maximum Salary
$
90,000.00
