Correspondence Analyst

Title: Correspondence Analyst

State Role Title: Salary Non-Specified

Hiring Range: $48,648-$72,973 (Pay grade 5 out of 14 pay grade structure)

Pay Band: UG

Agency: VA Workers' Compensation Comm

Location: RICHMOND HEADQUARTERS

Agency Website: https://www.workcomp.virginia.gov/

Recruitment Type: General Public - G

Make an Impact Behind the Scenes

Are you detail-oriented, organized, and someone who takes pride in getting the details right?

The Virginia Workers' Compensation Commission (VWC) is seeking a dependable and motivated Correspondence Analyst to join our Correspondence Management Department!

In this role, you'll play an important part in keeping critical information moving accurately and efficiently by reviewing, processing, and managing documents that support the Commission's daily operations. We're looking for someone who enjoys problem-solving, works confidently both independently and as part of a team, and is eager to learn new systems and processes.

If you have strong computer skills, sound judgment, and a commitment to quality work, this is an opportunity to put your strengths to work in a public service environment where accuracy, teamwork, and reliability matter.

About The Department

The Correspondence Management Department plays an important role in supporting the Commission's operations by ensuring incoming documents are received, reviewed, accurately identified, and routed to the appropriate areas for action.

From processing daily correspondence to managing electronic records and preparing historical files, the department helps ensure information is organized, accessible, and handled according to established procedures.

Our team relies on accuracy, consistency, and collaboration to keep this work moving efficiently.

What You'll Do

As a Correspondence Analyst, you'll work with a variety of documents that require careful review, accurate processing, and sound judgment.

Your key responsibilities will include:

• Analyze and process correspondence: Review incoming mail and electronic documents, identify document types, determine priorities, and route information appropriately.
• Prepare documents for imaging: Open, sort, organize, and prepare incoming mail and documents for electronic scanning and processing.
• Maintain accurate electronic records: Review scanned documents for accuracy, verify claimant information, and identify documents requiring additional action.
• Apply sound judgment: Recognize missing or inconsistent information, identify documents involving multiple claimants, and determine appropriate next steps using established procedures.
• Support records management: Review and prepare legacy files for scanning, storage, or destruction in accordance with established retention schedules.
• Maintain productivity and quality: Process a high volume of documents while meeting department expectations for accuracy, timeliness, and organization.

What To Expect In This Role

We believe candidates should have a clear understanding of the position before applying.

• Independent, detail-focused work: Approximately 85% of your workday involves independently reviewing, identifying, and processing documents while remaining part of a collaborative team.
• Mailroom responsibilities: You'll spend approximately two hours of a typical workday assisting with incoming mail, including opening, sorting, and preparing documents for imaging.
• Variety within established processes: You'll encounter numerous document types that may look different but require similar processing. Success involves reading carefully, following procedures, and making accurate decisions.
• Training and development: You'll receive training on Commission-specific systems, document identification, mail preparation, and processing procedures. We value individuals who take initiative, follow instructions, and apply what they've learned.
• Work arrangement: This position is primarily performed on-site. Limited telework eligibility may be available, currently up to one day per week, subject to departmental needs, management approval, and applicable policies.

What We're Looking For

The ideal candidate is dependable, organized, comfortable using technology, and capable of learning detailed processes while maintaining accuracy in a fast-paced environment.

Minimum Qualifications

• Experience or demonstrated ability to perform administrative, clerical, document-processing, or related work requiring accuracy and organization.
• Working knowledge of Microsoft Office applications, particularly Word and Outlook, and the ability to navigate computer systems and databases.
• Ability to read, interpret, organize, and accurately process information from a variety of documents.
• Ability to manage multiple priorities, follow detailed instructions, and complete high-volume work within established timelines.
• Strong attention to detail, problem-solving skills, and the ability to work independently while contributing to a team.
• Effective communication skills and a willingness to learn new systems, procedures, and technologies.

Additional Considerations

• Experience with document management, records processing, or electronic imaging systems.
• Experience in workers' compensation, insurance, claims administration, or a related environment.
• Experience processing, sorting, or preparing high volumes of incoming correspondence or mail.
• Familiarity with records retention procedures and confidential document handling.
• Experience using Microsoft Excel, including creating and maintaining spreadsheets.
• Experience with PDFs, including redacting and splitting files.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

Contact Information

Name: Amy Habel

Phone: 804-205-3571

Email: HR.recruiting@workcomp.virginia.gov

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.