Operations Specialist (Part-time / 20 hours per week)

About the role:

We are seeking a meticulous and dedicated Operations Support Specialist to join our Operations team on a part-time basis (approximately 20 hours per week). This role involves managing the complete lifecycle of return mail, including collection, sorting, scanning, and processing, ensuring accurate and secure handling of sensitive information. The position requires a high level of attention to detail, adherence to security protocols, and proficiency with Salesforce and scanning technology. The specialist will work on-site at our Boston Corporate Office and must be based in the Boston area.

Day to Day:

• Mail Collection:

  • Collect mail from local PO Boxes twice a week.

  • Collect corporate mail delivered directly to the Boston Corporate Office, handling it with care and confidentiality.

• Sorting and Categorizing:

  • Open and sort mail into categories: Correspondence Mail, Office Mail, and Returned Customer Mail.

  • Further sort each category by recipient or department.

  • Record mail counts in the designated mail log spreadsheet

• Scanning Mail:

  • Use the Fujitsu ScanSnap iX160 scanner and the ScanSnap app to scan sorted mail.

  • Store scanned documents appropriately per defined process. 

  • Securely dispose of physical mail securely using a shred bin.

  • Secure and manage mail that cannot be scanned per defined security protocol. 

• Delivering and Processing Mail:

  • Distribute Office Mail and Correspondence Mail to respective departmental contacts with instructions for further processing. 

  • For Correspondence Mail, create cases in Salesforce, assigning appropriate tasks and updating records as needed.

  • Process Returned Customer Mail by verifying addresses, creating Salesforce cases, and handling actionable and non-actionable mail according to established procedures.

• Faxes:

  • Monitor and process faxes received from customers. 

  • Follow procedures for processing faxes, including deleting unnecessary documents and categorizing them appropriately.

What you bring to the table:

• Location: Must be located in the Boston area and able to commute to the office.

• Education: High school diploma or equivalent required; additional coursework or certifications in administrative support or data entry is a plus.

• Experience: Prior experience in mail processing, administrative support, or data entry preferred. Familiarity with Salesforce and scanning technology is highly desirable.

• Skills:

  • Strong attention to detail and accuracy in handling sensitive information.

  • Proficiency with Salesforce and scanning software (e.g., ScanSnap).

  • Excellent organizational and time-management skills.

  • Ability to handle confidential information with discretion and integrity.

  • Effective communication skills and the ability to work independently.

  • FCRA certification - helpful 

What We Offer:

• Work Schedule: Part-time role with approximately 20 hours per week.

• Work Environment: Secure and confidential office environment with a focus on data protection.

Pay range for this position is $20-$25 per hour, but may vary depending on job-related knowledge, skills & experience.

Last updated on Aug 21, 2024