22 days old

Mailroom Coordinator

Umpqua Health
Roseburg, OR 97470
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  • Job Code
Full Time - Regular
Roseburg, OR, US


The Mailing Coordinator primary responsibility is the incoming and outgoing mail for the entire organization of Umpqua Health, in assigned workflows.

  • Create new member packets.
  • Respond to member requests for alternative formats and replacement copies of needed documents.
  • Process outgoing/incoming member mailings (ID Cards, Handbooks, Notice of Adverse Benefit Determination etc.) on a regular basis, taking the appropriate actions to ensure members receive notifications timely.
  • Processes outgoing/incoming and returned mail for the entire organization of Umpqua Health.
  • Date stamp and sort all incoming mail by department, location and category.
  • Distribute mail to individuals or departments, daily and sometimes multiple times daily.
  • Ensure that outgoing mail is properly sealed, posted and transferred to the U. S. Postal Service or other delivery service timely to ensure mailing of member letters is in compliance with contractual requirements.
  • Delivers all outgoing mail to the Post Office.
  • Coordinates work for all outgoing, incoming, and bulk mail for all departments.
  • Keeps up to date with current USPS regulations, and generally accepted mailing standards.
  • Maintains training aids, including training handbooks and departmental policy and procedures manual.
  • Manage inventory of shipping supplies (e.g. stamps, envelopes, address labels).
  • Generate and send monthly postage reports.
  • Tracking of claims delivery
  • Track productivity
  • Adhere to mailing deadlines for documents or packages that are time sensitive.
  • Adhere to all state and federal regulations relating to your position including the Health Insurance Portability and Accountability Act (HIPAA), Fraud & Abuse and Occupational Safety and Health Administration (OSHA) laws.
  • Comply with organizations internal policies and procedures, Code of Conduct, Compliance Plan, along with applicable Federal, State, and local regulations.
  • Other duties as assigned.



Always demonstrate the highest performance and behavior standards. Share responsibility and expect others to be accountable.


Demonstrate a proactive approach to problem identification and solutions. Be innovative and solutions oriented, improving processes while reducing costs. Demonstrate appropriate time-management skills. Optimize the use of available resources.

Be a Team Player

Support and assist your team members. Be available to help and learn from your team. Keep an open mind to feedback and earn trust of staff.


Keep your promises, commitments, and confidences. Be honest and straightforward dealing with all issues fairly and consistently.


Adhere to all state and federal regulations relating to your position including the Health Insurance Portability and Accountability Act (HIPAA), Fraud & Abuse and Occupational Safety and Health Administration (OSHA) laws. Abide by Company policies and procedures at all times.

Dignify Others

Diversity Demonstrates the representation of all varied identities and differences. Seeking to proactively engage, understand and draw on a variety of perspectives.

Equity Demonstrates fair treatment, equality of opportunity, and fairness in access in information and resources for all.

Inclusion Demonstrates building a culture of belonging by actively inviting the contribution and participation of all employees. Use your voice to add value and create balance when facing differences. No one person shall be called on to represent an entire community.

  • Working with a variety of personalities, maintaining a consistent and fair communication style.
  • Satisfying the needs of a fast paced and challenging company.

  • High school diploma or equivalent required.
  • Minimum of two years experience in a customer service-oriented field required.
  • Well-organized, with sharp attention to detail.
  • Proficient computer skills, typing and 10-key required; efficient with Microsoft Office with an emphasis on Outlook, Word and Excel.
  • One year in a medical office, insurance or healthcare related field preferred.
  • Basic understanding of the Oregon Health Plan and Medicare preferred.
  • Strong customer and teamwork focus.
  • Excellent oral and written communication skills as well as the ability to listen.
  • Ability to handle and resolve difficult situations in a professional manner.
  • The ability to operate folding and postage meter machines.
  • The ability to work quickly and efficiently.
  • A clean driving record required.
  • Reliable transportation, valid drivers license and Minimum auto insurance required by Plan.
  • No suspension/exclusion/debarment from participation in federal health care programs (eg. Medicare/Medicaid).
  • Experience considering the impacts of the work on multiple communities, including communities of color, in technical analysis.
  • Experience working on a diverse team.
  • Experience working with different communication styles.
  • Bi-lingual translation or translation capabilities a plus.


Typical office environment requiring standing, sitting, walking, bending, and lifting up to 45 pounds. May be exposed to patient and environment conditions such as unpleasant sights, smells and contagious diseases.


UH is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. UH makes hiring decisions based solely on qualifications, merit, and business needs at the time. For more information, read through our EEO Policy.


Posted: 2022-07-28 Expires: 2022-08-29

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Mailroom Coordinator

Umpqua Health
Roseburg, OR 97470

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