Administrative Assistant- Mail Processor
Job Summary:
The Client Correspondence Receiving Specialist performs duties related to the processing of correspondence and packages received in our company. The responsibilities of this position include working collaboratively with colleagues to ensure document consistency, providing employee training on document usage, and organizing documents throughout the organization. Ultimately, you will work with team members across the organization to ensure that our documents are well organized, easily accessible and that clients and the firm have their needed documents on time.
Responsibilities:
- Receive and remove mail from bins.
- Sort and process correspondence received for clients and/or the Firm
- Load mail (from USCIS) onto automated equipment and monitor flow to ensure
continuous feed and properly scan of every document - Contact clients (by phone) to inform them about mail received for them (Work Permits
and Green Cards) confirming the way that they want to receive it. - Record (Litify) the conversation with client and outcome of the call
- Mail out correspondence for clients, by creating the label and assuring that the
correspondence is sent correctly - Work with colleagues to ensure consistency of documentation practice across the company
- Train employees on efficient correspondence processing management (if needed)
- Ensure documentation integrity
- Control access to documents
Qualifications:
- 2-4 years’ administrative work or related experience
- Bilingual (Spanish and English)
- Organizational Skills: Documentation Specialists must possess strong organizational skills to manage multiple documents, versions, and revisions effectively, ensuring that documentation processes are streamlined and efficient.
- Attention to Detail: Documentation Specialists should have strong attention to detail to
review, edit, and format documents accurately, identifying errors, inconsistencies, and
non-compliance issues, and ensuring document quality and integrity. - Communication Skills: Documentation Specialists must have strong communication
skills to collaborate effectively with cross-functional teams, convey information clearly
and accurately, and facilitate document reviews, approvals, and revisions. - Technical Proficiency: Documentation Specialists should be proficient in document
management systems, word processing software, spreadsheets, and other relevant tools
and technologies used to create, format, manage, and distribute documents. - Problem-Solving Skills: Documentation Specialists should have strong problem-solving
skills to identify issues, analyze root causes, and recommend solutions to address
documentation-related challenges, such as compliance gaps, process inefficiencies, and
quality issues.
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