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Mail Intake and Document Processing Coordinator

Talent Groups

Frankfort, KY

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JOB DETAILS
SKILLS
Administrative Skills, Case Management, Communication Skills, Customer Support/Service, Detail Oriented, Document Imaging, Document Management, Documentation Review, Establish Priorities, File Management, High School Diploma, Information/Data Security (InfoSec), Mail Processing, Microsoft Office, Office Equipment, Organizational Skills, Policy Development, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Quality Control, Records Management, Support Documentation, Team Player, Time Management, Writing Skills
LOCATION
Frankfort, KY
POSTED
Today
Duration : 6 months to start

Job Description:
Position Summary:
The Mail Intake and Document Processing Coordinator is responsible for receiving, sorting, scanning, indexing, and electronically filing incoming mail and documents. This position reviews documents for urgency and accuracy, enters relevant information into a tracking or workflow management system, and routes items appropriately for processing and assignment. The role requires strong organizational skills, attention to detail, confidentiality, and the ability to manage high-volume workflows efficiently.

Key Responsibilities:
  • Receive and sort incoming mail, correspondence, and documents.
  • Open, date stamp, and prepare mail for processing and scanning.
  • Scan paper documents into electronic document management systems.
  • Organize and file scanned documents into appropriate electronic folders according to established procedures.
  • Review documents to identify urgent, time-sensitive, or priority items and escalate as necessary.
  • Enter document and case information accurately into tracking, workflow, or case management systems.
  • Assign or route work items electronically to appropriate staff for action.
  • Maintain accuracy and completeness of electronic records and files.
  • Ensure confidentiality and security of sensitive or protected information.
  • Monitor mail and document queues to support timely processing standards.
  • Resolve basic issues related to document quality, indexing, or system entry.
  • Communicate with staff regarding missing information, urgent matters, or workflow questions.
  • Follow established policies, procedures, and retention requirements.
  • Assist with audits, reporting, and quality control reviews as needed.
  • Other tasks as assigned.

Required Qualifications:
  • High school diploma or equivalent.
  • Experience in administrative support, mail processing, records management, or document scanning preferred.
  • Proficiency with Microsoft Office and electronic document management systems.
  • Strong data entry skills with high attention to accuracy and detail.
  • Ability to prioritize tasks and recognize urgent or sensitive matters.
  • Strong organizational and time management skills.
  • Ability to handle confidential information appropriately.
  • Effective written and verbal communication skills.
  • Ability to work independently and in a team environment.

Preferred Qualifications:
  • Experience using workflow, records management, or case management systems.
  • Knowledge of document imaging and electronic filing procedures.
  • Experience working in a high-volume processing environment.

Core Competencies:
  • Attention to Detail
  • Organization and File Management
  • Time Management
  • Confidentiality
  • Customer Service
  • Problem Solving
  • Reliability and Accountability

Working Conditions:
  • Primarily office-based work environment.
  • Frequent use of computers, scanners, and office equipment.
  • May require lifting and moving boxes or trays of mail and files.
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About the Company

T

Talent Groups

Talent Groups, an award-winning IT talent solutions company based in Houston, Texas, was formed in 2023 through the merger of three leading technology staffing firms: Talent Group, EdgeLink, and Queen Consulting Group. Our unified brand connects great talent with great opportunities.

Whether clients seek outstanding talent to grow thriving businesses or candidates and consultants seek new opportunities to build successful careers, we at Talent Groups will find the perfect match —and deliver it through an exceptional experience.

With a robust nationwide presence, Talent Groups provides tailored IT talent solutions that go beyond just matching skillsets and keywords. Our focus areas are contract, healthcare IT-specific, direct hire, and project-based managed services solutions.

We offer IT talent solutions across virtually all industries for clients ranging from start-ups to middle-market to Fortune 500 firms and have a KLAS top-ten Healthcare IT division with extensive expertise in Epic implementations, which provides niche talent to healthcare facilities, providers, and payers.

Building Tomorrow with Today’s Talent

For more information, please visit www.talentgroups.com.

COMPANY SIZE
100 to 499 employees
INDUSTRY
Staffing/Employment Agencies
WEBSITE
http://www.talentgroups.com

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