Mailroom Document Specialist

Keller Postman LLC is a national law firm that represents a broad array of clients in class and mass actions, individual arbitrations, and multidistrict litigation matters at the trial and appellate levels in federal and state courts. Serving hundreds of thousands of clients in litigation and arbitration, we have prosecuted high-profile antitrust, privacy, product liability, employment, and consumer-rights cases. Our firm also acts as plaintiffs’ counsel in high-stakes public-enforcement actions. Our mission is to achieve exceptional results for our clients, drive innovation in the practice of law, and pursue unparalleled excellence in everything we do.               

Purpose: Keller Postman seeks a Mailroom Document Specialist as part of our Digital Documentation Department. The Specialist is responsible for handling a wide variety of digital document processing services and mail-related requests as well as providing support to our high volume of inbound and outbound postal and digital mail demands. The ideal candidate for this role will be highly motivated, have the ability to multitask, and be comfortable in a fast-paced setting. The Specialist will have a strong knowledge of mailroom and delivery practices as well as experience in a combined mailroom and digital production copy/print environment. Strong typing skills are required as are solid overall computer skills including a working knowledge of the Microsoft Office Suite, internet and web-based applications, messaging applications, and the Microsoft operating system.

Essential Functions

• Gather, organize, prepare, and review various documents and files for delivery to clients both digitally and using standard ground shipping methods.
• Prepare postage and shipping labels to properly meet industry standards.
• Collaborate with and support Intake and Medical Records teams to ensure deadlines are being met.
• Using our proprietary software, properly document and track the delivery of time sensitive documents to clients.
• Monitor and manage a variety of inbound mailroom channels including physical mail, emails, third party portals and through our proprietary software.
• Identify, categorize, and file a high volume of documents to their respective cases in preparation for review on a daily basis.
• Continually observe established processes and procedures.
• Offer suggestions for change and/or improvement where there is an opportunity to do so.
• Partner with relevant internal teams to provide status updates and raise issues as appropriate.

Experience/Skills:

• Minimum of 2+ years operations experience in a professional setting preferably in legal services or a law firm.
• Ability to identify and process and prepare vast quantities of medical records and legal documents using cutting edge technology and efficient processes.
• Excellent interpersonal, customer service, verbal and written communication, and problem-solving skills.
• Knowledge of law firm, healthcare, and corporate operations workflow processes preferred.
• Prior experience with mass tort, legal document preparation, patient medical records, including medical device and pharmaceutical terminology is preferred.
• Working knowledge of electronic health records (EHR) and HITECH and will be able to suggest and implement efficiencies and improvements while keeping updated on industry best practices a plus.
• Maintain a confidential, HIPAA compliant environment.
• Proficiency with Microsoft Office and Adobe Acrobat tools.
• Ability to work independently and in a team environment.
• Demonstrates a high level of professionalism with confidential and sensitive information.
• Acute attention to detail.
• Ability to multi-task and to work independently or as part of a team.
• In order to successfully perform the essential responsibilities of the job, one must possess Microsoft Office skills at an intermediate level.

Certificates/Licenses Required

• N/A

Language Ability

• Must be able to read, write, and speak fluent English.

Physical Demands

• This job requires remaining in a stationary position, often standing or sitting for prolonged periods.

Keller Postman is an Equal Opportunity Employer.  For California Applicants, please find our CRPA information here.