Especialista De Envios Por Correo

Especialista de Envios por Correo

Regular

Non-Exempt

GENERAL DESCRIPTION:

The Mail Delivery Specialist plans, coordinates, and monitors mail orders for materials and regulatory correspondence and those required by the Organization. This is done to ensure compliance with the requirements of regulatory agencies and the policies and procedures established by the Company.

ESSENTIAL FUNCTIONS:

•Receives all documents and correspondence that arrives at the Procurement unit. Ensures all unit documents, procedure sheets, and logs are kept updated with the required and correct information and stored appropriately.

•Receives, revises, and refers documents to Budget and Accounts Payable, ensuring the documents have the required and correct information and signatures for adequate processing.

•Manages the billing of suppliers' shipments and keeps the record of shipments processed up to date.

•Requests quotes to the mailers for shipment price comparison to assure the Company uses the best option following SOX's internal policies and regulations.

•Handles requisitions of material shipment to policyholders, providers, and business partners. Coordinates shipments in the required time, frequency, and manner. Ensures the shipments received comply with the requirements requested by the operational area and manages the shipment within the established timeframe, following the guidelines of the regulatory agencies.

•Reconciles the mailing account balances with the Budget and Accounts Payable unit to ensure budget compliance, as required. Provides financial reporting of balances in postal permits (Pre-Paid Postage) for reconciliation purposes and cyclic closures (Postage Accounts Accruals) to maintain a healthy balance on the Postage Account.

•Audits mailing comparing the database versus the Mailing Certification and prepares a reconciliation report.

•Serves as the primary point of contact with the post office (USPS) to handle situations related to Company permissions and corporate accounts. This includes handling and payments for PO Box requests and postal permits. Corroborates with USPS the design of pieces for shipping, prepared by Marketing by a Subject Matter Expert, and ensures that they meet the minimum requirements.

•Receives and handles mail returned from the postal service to assist the operational department in address corrections. Verifies and ensures the correctness of addresses with the suppliers to minimize the cost of mail for returned correspondence.

•Handles inventory and distribution of envelopes and stationery for internal clients and Mailers. Coordinates their production with the printing company and verifies the art prepared by Marketing to ensure the correct use of the Company's logo and image.

•Coordinates shipments with the IT Department to ensure compliance with all Protected Health Information (PHI) requirements, using security systems with our suppliers.

•Participates in audits and/or organizational projects, as required across the company, but specifically with Marketing, Compliance, Clinical Affairs, Education, Stars, Providers & Pharmacy.

• Must comply fully and consistently with all company policies and procedures, with local and federal laws as well as with the regulations applicable to our Industry, to maintain appropriate business and employment practices.

• May carry out other duties and responsibilities as assigned, according to the requirements of education and experience contained in this document.

MINIMUM QUALIFICATIONS:

Education and Experience: Bachelor's degree in Business Administration, preferably in Management. From two to three years of experience performing functions related to shipping and handling correspondence.

"Proven experience may be replaced by previously established requirements."

Certifications / Licenses: N/A

Other: N/A

Languages:
Spanish – Intermediate (comprehensive, writing and verbal)
English – Intermediate (comprehensive, writing and verbal)

"Somos un patrono con igualdad de oportunidad en el empleo y tomamos Acción Afirmativa para reclutar a Mujeres, Minorías, Veteranos Protegidos y Personas con Impedimento"