Distribution Operations Specialist

Overview

This role requires onsite attendance at our North Phoenix Corporate Office. Our Department of Defense contract requires US citizenship and a favorably adjudicated DOD background investigation for this position. Veterans, Reservists, Guardsmen and military family members are encouraged to apply!

The Distribution Operations Specialist provides support to the Department of Veterans Affairs (VA/CCN), T5 and Tri West Operations. Distribution Operations Specialist perform the scanning, data entry, information update, customer service, printing, prepping and distribution of outgoing and incoming correspondence. This position requires a high level of customer service within Tri West and a focus on communication with requesting departments. Manages incoming and outgoing correspondence in compliance with departmental procedures, contractual obligations, and applicable postal, state, and federal regulations.

Required:

• High School diploma or G.E.D.
• 2+ years administrative experience
• Strong computer literacy and data entry skills using Microsoft suite (Word, Excel, Outlook)
• Pass a DOD background check
• Have a valid Driver’s License and clean driving record

Preferred:

• Experience in mail room environment
• Experience in clerical and administrative duties
• Experience working in a multi-function fast paced environment
• Experience working with Microsoft suite of products (Word, Excel, SharePoint, Outlook)

• Meets critical deadlines for processing incoming mail, including researching and resolving returned mail issues by updating addresses, notifying relevant departments, and triaging items to appropriate folders.
• Adheres to contractual deadlines for processing incoming and outgoing correspondence across multiple departments, each with specific procedures such as scanning, data entry, printing, emailing, copying, and certified receipt logging.
• Performs accurate data entry and tracking of returned contracts and checks, including recording Fed Ex tracking numbers, updating contact details or if no longer in business.
• Ledger tracking of Refund checks and PRA checks, forwarding to PGBA every week and emailing ledger to assigned provider services and/or claims department team.
• Reviews incoming PDF files to determine appropriate routing, including printing and forwarding to PGBA or triaging to designated departments.
• Data entry of Certified, FEDEX and First-Class mail labels on directed programs and mailing devices.
• Collection and delivery of incoming and outgoing correspondence from all Tri West departments as well as from the USPS.
• Sort all incoming correspondence once it arrives from USPS and triage to correct departments via address label, PO and attention to.
• Responsible for packaging, metering and shipment of all outgoing correspondence as well as bulk packages from all outside departments.
• Communicates effectively with provider offices and Veterans to resolve correspondence issues.
• Reviews outgoing correspondence for errors, makes necessary corrections, and escalates unresolved issues to departments via scanned documentation or email.
• Downloads and merges correspondence through SharePoint, ensuring completion, accuracy, and timely communication of results.
• Downloads and processes medical records from CDs along with time sensitive documentation for the Clinical Quality team, including triage and data entry to notify the team of received documentation.
• Processes incoming checks and refunds by completing data entry into the ledger tracking, scanning documentation, notification and shipping of checks.
• Participates in special projects involving data entry, mail merges, specialized printing, and customized mailing instructions.
• Operates a variety of printers, folding machines, and postage meter equipment to complete departmental tasks efficiently.
• Assists in inventory management of departmental printing supplies, including toners, paper, and envelopes.
• Collects misguided correspondence and re-packages for shipment to PGBA and DOMA for review and processing.
• When assigned, monitors maintenance issues and fuel of distribution vehicle and updates any assigned vehicle logs.
• Receive deliveries in the warehouse area.
• Keeps the Team Lead and Supervisor informed of operational issues and progress updates.
• Collaborates with other Tri West departments to support their printing and mailing needs.

Communication / People Skills: Must be able to communicate both verbal and written while providing customer service to all departments. Prompt response to emails is mandatory.

Computer Literacy: Proficient in all Microsoft Suite programs along with web-based programs.

Coping / Flexibility: Resiliency in adapting to a variety of situations and individuals while maintaining a sense of purpose and mature problem-solving approach is required.

Empathy / Customer Service: Customer-focused behavior;
Helping approach, including listening skills, patience, respect, and empathy for another's position.

Independent Thinking /…