Document Workflow Specialist

Job Summary: 

The Document Workflow & Mailing Operations Specialist is a key operational role responsible for coordinating daily and scheduled print and mailing production processes that support CareCloud’s revenue cycle and client communication functions. This role prepares, validates, and reconciles data and document outputs; oversees workflow progress against established SLAs; and ensures all activities meet required quality, security, and postal standards (e.g., HIPAA, USPS).

The ideal candidate has hands‑on experience with print and mailing workflows, strong Excel skills, foundational SQL knowledge, and exceptional attention to detail in a fast‑paced, deadline‑driven environment.

Essential Duties and Responsibilities:

• Workflow Coordination: Execute daily, weekly, monthly, and ad‑hoc print/mailing workflows in alignment with production schedules and SLAs.
• File Preparation & Validation: Prepare, validate, and process print/mailing files (CSV/TXT/XML/PDF) and verify structure, counts, and completeness prior to release.
• Data Reconciliation: Compare source data to printed/mailed output and manifests; document variances, drive timely resolution, and confirm final totals. 
• Cross‑Functional Coordination: Partner with internal teams (IT, Billing, Client Services) and external print/mailing vendors to ensure on‑time, error‑free delivery.
• Monitoring & Escalation: Track progress, maintain status reports, and promptly escalate risks that could impact timelines, accuracy, compliance, or client deliverables.
• Documentation & Audit: Maintain production logs, SOPs, QA checklists, and audit trails for all print/mailing activities.
• Issue Resolution: Support troubleshooting, root‑cause analysis, and remediation of file or workflow discrepancies; recommend improvements to reduce manual steps and defects.
• Compliance & Quality: Adhere to HIPAA, information security practices, internal quality standards, and USPS/mailing requirements.
• Cross‑Training & Coverage: Provide periodic coverage for defined mailroom tasks (e.g., print staging, insertion/meter checks, manifest verification) during all‑hands or peak volumes, following documented SOPs.

Required Knowledge, Skills and Abilities:

• Excel proficiency (e.g., VLOOKUP/XLOOKUP, pivot tables, filters, data validation) for workflow and reconciliation tasks. 
• Experience with data validation/reconciliation and file‑based document workflows. 
• Foundational SQL for basic queries/lookups (preferred). 
• Experience using ticketing/workflow tools (e.g., JIRA, and similar). 
• High accuracy and attention to detail in high‑volume, deadline‑driven work. 
• Strong problem‑solving, organization, and prioritization across recurring cycles. 
• Clear written and verbal communication, including concise status/risk updates to leadership. 
• Familiarity with SLA/quality‑controlled operations and regulated environments.

Education and Experience:

• Intern seeking a Bachelor’s degree preferred; equivalent experience considered.
• 2+ years in printing/mailing operations, document workflow, revenue cycle operations, data processing, or similar production‑support environments.
• Experience in healthcare, financial services, insurance, billing, or print fulfillment preferred.
• Demonstrated success working within SLA‑driven workflows.
• Experience managing SLA‑driven operational workflows strongly preferred.

Supervisory Responsibilities: N/A

Work Location:   Somerset, NJ, 

Travel Requirements:   Minimal 

Physical Requirements: 

• Ability to remain seated or stand for extended periods while using a computer and telephone
• Manual dexterity for frequent use of keyboard and office equipment
• Clear speech and hearing for effective communication via phone and in-person
• Prolonged periods of sitting at a desk and working on a computer
• Occasional lifting of office supplies or equipment up to 20 lbs.
• Capacity to work in a fast-paced, high-volume environment with sustained focus
• Ability to review detailed documents, digital files, and printed proofs for accuracy. 
• Standard office environment, on-site daily presence required.